Ricoh 3245 General Settings Guide - Page 49

Using the Document Server Using the Document Server Storing Data ❖ File name Stored documents are automatically named "COPY0001", "COPY0002". You can change assigned file names. ❖ User name You can register a user name to identify the user or user group that stored the documents. To assign it, you can register the user name using the name assigned to the user code, or by entering the name directly. Reference For details about the user name, see p.71 "Registering Names". ❖ Password You can set a password for stored documents, and use it to prevent others printing them. When a password is set for the documents, appears next to the documents. Reference To store documents without using Document Server function, see the manuals for those modes. Important ❒ Data stored in the machine might be lost if some kind of failure occurs. The manufacture shall not be responsible for any damage resulting from loss of data. ❒ Be careful not to let anyone know your password, especially when entering a password or recording it. Keep any record of your password in a secure place. ❒ Avoid using a single number or consecutive numbers for a password such as "0000" or "1234", since the numbers like this are easy to guess, so using them will not provide a worthwhile level of security. ❒ A document accessed with a correct password remains selected 3 even after operations are complete, and it can be accessed by other us- ers. To stop this, be sure to press the {Clear Modes} key to cancel the document selection. ❒ The user name used when adding a document to the Document Server is to identify the document creator and type. It is not to protect confidential documents from others. Note ❒ By default, data stored in the Document Server is deleted after three days (72 hours). You can specify the time taken for the stored data to be deleted automatically. See p.66 "Auto Delete File". ❒ If you do not want stored data to be automatically deleted, select [No] in Auto Delete File before storing a document. If you select [Yes] later, data stored afterward will be automatically deleted. ❒ When the machine is printing a document stored using the copier function, wait until printing has finished before you store a document in the Document Server. 37