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Preventing the Leaking of Documents, Configuring Access Permissions for Stored Files

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6. Preventing the Leaking of Documents This chapter explains how to protect document data stored in the machine or printed using the machine. Configuring Access Permissions for Stored Files This section describes how to specify access permissions for stored files. You can specify who is allowed to access stored scan files and files stored in Document Server. This can prevent activities such as printing or sending of stored files by unauthorized users. You can also specify which users can change or delete stored files. To limit the use of stored files, you can specify four types of access permissions. Types of access permission Access permission Read-only Edit Edit / Delete Full Control Description In addition to checking the content of and information about stored files, you can also print and send the files. You can change the print settings for stored files. This includes permission to view files. You can delete stored files. This includes permission to view and edit files. You can specify the user and access permission. This includes permission to view, edit, and edit / delete files. Password for stored files • Passwords for stored files can be specified by the the file administrator or file creator (owner). You can obtain greater protection against the unauthorized use of files. For details about assigning a password to a stored file, see p.192 "Specifying Passwords for Stored Files". • Even if user authentication is not set, passwords for stored files can be set. • Files can be stored by any user who is allowed to use Document Server, copy function, scanner function, fax function or printer function. • Using Web Image Monitor, you can check the content of stored files. For details, see Web Image Monitor Help. 185

Section	Page
Read This First	1
TABLE OF CONTENTS	2
Introduction	4
How to Read the Manuals	5
Symbols Used in the Manuals	5
Disclaimer	5
Notes	5
Machine Types	6
1. Manuals Provided with This Machine	8
Manuals for This Machine	8
Manuals List	11
On-screen Operating Instructions	12
Formats of the Operating Instructions	12
Reading the HTML Manuals on the CD-ROM	12
Installing and Opening the HTML Manuals	13
Reading the PDF Manuals on the CD-ROM	13
2. Safety Information	16
Safety During Operation	16
Safety Precautions to Be Followed	17
Environments where the machine can be used	17
Handling power cords and power cord plugs	18
Handling the main machine	20
Handling the machine's interior	22
Handling the machine's supplies	23
Safety Labels of This Machine	25
Positions of WARNING and CAUTION labels for Users of Types 1 and 2	25
Positions of WARNING and CAUTION labels for Users of Types 3 and 4	32
Power Switch Symbols	38
3. Information for This Machine	40
Duplication and Printing Prohibited	40
Laser Safety	41
Laser Safety for Types 1 and 2	41
Laser Safety for Types 3 and 4	41
Notes to USA Users of FCC Requirements	42
Part 15 of the FCC Rules	42
Part 68 of the FCC Rules regarding Facsimile Unit	43
Important Safety Instructions for Facsimile Unit	45
IMPORTANTES MESURES DE SÉCURITÉ de l'unité Fax	45
Notes to Canadian Users of Facsimile Unit	46
Remarques à l'attention des utilisateurs canadiens de l'unité Fax	46
ENERGY STAR Program	47
Energy Saving Functions	48
Notes to users in the state of California (Notes to Users in USA)	50
4. Appendix	52
Trademarks	52
Errata	55
<User Guide>	59
TABLE OF CONTENTS	61
How to Read the Manuals	66
Symbols Used in the Manuals	66
Model-Specific Information	67
Names of Major Features	68
1. What You Can Do with This Machine	69
I Want to Save Paper	69
I Want to Convert Documents to Electronic Formats Easily	70
I Want to Register Destinations	71
I Want to Operate the Machine More Effectively	72
You Can Customize the [Home] Screen as You Like	73
You Can Make Copies Using Various Functions	74
You Can Print Data Using Various Functions	75
You Can Utilize Stored Documents	76
You Can Send and Receive Faxes without Paper	77
You Can Send and Receive Faxes Using the Internet	79
You Can Send and Receive Faxes by Using the Machine without Fax Unit Installed	81
You Can Use the Facsimile and the Scanner in a Network Environment	82
You Can Prevent Information Leakage (Security Functions)	83
You Can Monitor and Set the Machine Using a Computer	84
You Can Prevent an Unauthorized Copy	85
2. Getting Started	87
Guide to Names and Functions of Components	87
Guide to Components of Types 1 and 2	87
Guide to Components of Types 3 and 4	90
Guide to Functions of the Machine's Options	93
Guide to Functions of the Machine's External Options	93
External options for types 1 and 2 (mainly Europe and Asia)	93
External options for types 1 and 2 (mainly North America)	95
External options for types 3 and 4 (models equipped with the ARDF) (mainly Europe and Asia)	97
External options for types 3 and 4 (models equipped with the ARDF) (mainly North America)	99
External options for types 3 and 4 (models equipped with the one-pass duplex scanning ADF) (mainly Europe and Asia)	101
External options for types 3 and 4 (models equipped with the one-pass duplex scanning ADF) (mainly North America)	103
Guide to the Names and Functions of the Machine's Control Panel	105
How to Use the [Home] Screen	108
Adding Icons to the [Home] Screen	109
Adding icons to the [Home] screen using Web Image Monitor	109
Adding icons to the [Home] screen using the User Tools	110
Registering Functions in a Program	113
Example of Programs	115
Turning On/Off the Power	119
Turning On the Main Power	119
Turning Off the Main Power	119
When the Authentication Screen is Displayed	121
User Code Authentication Using the Control Panel	121
Logging In Using the Control Panel	121
Logging Out Using the Control Panel	122
Placing Originals	123
Placing Originals on the Exposure Glass	123
Placing Originals in the Auto Document Feeder	123
3. Copy	127
Basic Procedure	127
Auto Reduce / Enlarge	129
Duplex Copying	131
Combined Copying	133
One-Sided Combine	134
Two-Sided Combine	135
Copying onto Custom Size Paper from the Bypass Tray	138
Copying onto Envelopes	139
Copying onto Envelopes from the Bypass Tray	139
Copying onto Envelopes from the Paper Tray	140
Finishing	141
Staple	141
Punch	143
Storing Data in the Document Server	146
4. Fax	147
Basic Procedure for Transmissions (Memory Transmission)	147
Registering a Fax Destination	149
Deleting a Fax Destination	150
Transmitting while Checking Connection to Destination (Immediate Transmission)	152
Canceling a Transmission	154
Canceling a Transmission Before the Original Is Scanned	154
Canceling a Transmission While the Original Is Being Scanned	154
Canceling a Transmission After the Original Is Scanned	155
Sending at a Specific Time (Send Later)	156
Storing a Document	157
Sending Stored Documents	158
Printing the Journal Manually	160
5. Print	161
Quick Install	161
Displaying the Printer Driver Properties	162
Standard Printing	163
When Using the PCL 6 Printer Driver	163
Locked Print	164
Sending a Locked Print File	164
Printing a Locked Print File Using the Control Panel	164
Hold Print	166
Sending a Hold Print File	166
Printing a Hold Print File Using the Control Panel	166
Stored Print	168
Sending a Stored Print File	168
Printing a Stored Print File Using the Control Panel	169
Printing Files from an External Memory Device	170
Direct Printing from a Removable Memory Device	170
Using the Media Slot	171
Printable File Formats	171
Printing from a Removable Memory Device	172
Screen for Direct Printing	174
Direct Printing from a Digital Camera (PictBridge)	176
6. Scan	178
Basic Procedure When Using Scan to Folder	178
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information	179
Step 1: Confirming the user name and computer name	179
Step 2: Creating a shared folder on a computer running Microsoft Windows	180
Step 3: Specifying access privileges for the created shared folder	181
Registering an SMB Folder	181
Locating the SMB folder manually	183
Locating the SMB folder using Browse Network	183
Deleting an SMB Registered Folder	184
Entering the Path to the Destination Manually	185
Basic Procedure for Sending Scan Files by E-mail	186
Registering an E-mail Destination	187
Deleting an E-mail Destination	188
Entering an E-mail Address Manually	189
Basic Procedure for Storing Scan Files	190
Checking a Stored File Selected from the List	191
Specifying the File Type	192
Specifying Scan Settings	193
Storing the Scanned Documents to a USB Flash Memory or SC Card	194
Basic Procedure for Saving Scan Files on a Removable Memory Device	194
7. Document Server	198
Storing Data	198
Printing Stored Documents	200
8. Web Image Monitor	202
Displaying Top Page	202
Viewing Received Fax Documents Using Web Image Monitor	204
9. Adding Paper and Toner	206
Loading Paper into Paper Trays	206
Loading Paper into the Bypass Tray	208
Settings to Use the Bypass Tray under the Printer Function	209
Setting the paper size using the control panel	210
Setting custom size paper using the control panel	211
Setting thick paper, thin paper, or OHP transparencies using the control panel	211
Loading Paper into the Small Size Paper Tray	213
Loading Paper into Tray 3 (LCT)	215
Loading Paper into the Large Capacity Tray (LCT)	217
Recommended Paper Sizes and Types	219
Thick Paper	227
Envelopes	228
Adding Toner	232
Sending Faxes or Scanned Documents When Toner Has Run Out	233
Disposing of Used Toner	234
10. Troubleshooting	236
Indicators	236
When an Indicator for the [Check Status] Key Is Lit	237
Panel Tone	239
When You Have Problems Operating the Machine	240
When Messages Are Displayed on the Control Panel	247
Messages Displayed When Using the Copy/Document Server Function	247
When the memory becomes full while using the copy/document server function	251
Messages Displayed When Using the Facsimile Function	251
When the memory becomes full while using the facsimile function	268
Messages Displayed When Using the Printer Function	268
Status messages	268
Messages displayed on the control panel when using the printer function	269
Other messages	273
Messages Displayed When Using the Scanner Function	282
When Messages Are Displayed on Your Computer Screen	297
Messages Displayed When Using the Scanner Function	297
11. Appendix	304
Trademarks	304
INDEX	306
PCL 6/5c Printer Driver Installation Guide	314
Installing the PCL 6/5c Printer Driver	315
Operating Instructions <Driver Installation Guide>	319
TABLE OF CONTENTS	321
1. Introduction	323
Start Installer	323
Software and Utilities Included on the CD-ROM	325
Printer Drivers	325
Supported languages	326
TWAIN Driver	327
LAN-Fax Driver	328
Font Manager	329
For Mac OS X Users	330
2. Installing the Printer Driver	331
Confirming the Connection Method	331
Network Connection	331
Using the Windows printing port	331
Using as a network printer	332
Local Connection	332
Quick Install	333
Installing the Printer Driver for a Network Connection	334
Installing the Printer Driver for the Selected Port	334
Using the Standard TCP/IP port	335
Using the IPP port	335
Using the LPR port	337
Using the WSD port	338
Using the SmartDeviceMonitor for Client port	340
Changing the port settings for SmartDeviceMonitor for Client	341
Using as a Network Printer	342
Using Windows print server	342
Using NetWare print server	343
Notes when using NetWare	345
Installing the Printer Driver for a Local Connection	347
USB Connection	347
Windows XP, Windows Server 2003/2003 R2	347
Windows Vista, Windows Server 2008	348
Windows 7, Windows Server 2008 R2	349
Parallel Connection	351
Bluetooth Connection	351
Supported profiles and restrictions	351
Adding a Bluetooth printer	352
Configuring Option Settings for the Printer	355
Conditions for Bidirectional Communication	355
If Bidirectional Communication is Disabled	356
Installing Font Manager	357
Using Adobe PageMaker Version 6.0, 6.5, or 7.0	358
3. Installing the Scanner Driver	359
Installing the TWAIN Driver	359
Installing a TWAIN-Compliant Application on the Same Client Computer	359
4. Installing the Facsimile Driver	361
Installing the LAN-Fax Driver	361
Specifying the Same Port as the Printer Driver	361
Specifying the Port When Installing the LAN-FAX Driver	362
Enabling the Function to Prevent Transmission to the Wrong Destination	364
Editing the Configuration File	364
Installing the LAN-FAX driver in \	365
Setting LAN-Fax Driver Properties	367
Setting Print Properties	367
Configuring Option Settings for the Facsimile	368
5. Troubleshooting	369
Messages Displayed When Installing the Printer Driver	369
If USB Connection Fails	371
6. Installing the Printer Driver Under Mac OS X	373
Installing the PPD Files	373
Registering the Printer	374
USB Connection	374
Mac OS X 10.2 - 10.3	374
Mac OS X 10.4 - 10.6	375
Network Connection	375
Mac OS X 10.2 - 10.3	375
Mac OS X 10.4 - 10.6	376
Configuring Option Settings for the Printer Under Mac OS X	377
7. Appendix	379
Updating or Deleting the Driver	379
Updating the Driver	379
Printer driver / LAN-Fax driver	379
TWAIN driver	380
Deleting the Driver	380
Printer driver / LAN-Fax driver	380
TWAIN driver	381
Trademarks	383
INDEX	385
<UNIX Supplement>	391
TABLE OF CONTENTS	393
Notice	395
Important	395
How to Read This Manual	396
Symbols	396
Notes	396
Laws and Regulations	397
Legal Prohibition	397
1. UNIX Configuration	399
Before Setup	399
Using the lp/lpr Commands	399
Using the rsh/rcp/ftp Commands	399
Using the Installation Shell Script	400
Assigning the IP Address	400
Checking the IP address configuration	401
Executing the Installation Shell Script	401
Deleting the printer	403
After Executing the Installation Shell Script	404
Linux	404
Solaris	406
HP-UX	407
Printing Method	409
Printing with lpr, lp	409
Printing with rsh, rcp, ftp	409
rsh	410
rcp	410
ftp	410
Printer Status	412
Viewing the Print Job Status with lpq and lpstat	412
Viewing the Printer Status with rsh and ftp	412
Copying Information to a File	413
Specifying the Device Option	414
Configuring the Device Option	414
Using the cd command with ftp	415
List of the device options	415
Printer Language	418
Text Printing	419
Input Tray	419
Paper Size	420
Paper Type	422
Output Tray	423
Copies	424
Collating	425
Duplex Printing	425
Binding	426
Orientation	426
Image Direction	427
Resolution	427
Gradation Quality	428
Billing Code	429
Fold	429
Staple	430
Punch, Punchhole	431
Usercode	433
Symbol Set	433
Trademarks	437
INDEX	439
Operating Instructions <Security Guide>	443
TABLE OF CONTENTS	445
Functions That Require Options	452
Main Software Products	453
1. Getting Started	455
Before Configuring the Security Function Settings	455
Before Using This Machine	456
Administrators	458
Configuring Administrator Authentication	459
Specifying Administrator Privileges	460
Registering and Changing Administrators	462
Usable characters for user names and passwords	465
Using Web Image Monitor to Configure Administrator Authentication	465
Administrator Login Method	466
Logging in Using the Control Panel	466
Logging in Using Web Image Monitor	467
Administrator Logout Method	468
Logging out Using the Control Panel	468
Logging out Using Web Image Monitor	468
Supervisor	469
Resetting the Administrator's Password	469
Changing the Supervisor	470
2. Configuring User Authentication	473
Users	473
About User Authentication	474
Configuring User Authentication	475
User Code Authentication	477
Specifying User Code Authentication	477
Basic Authentication	481
Specifying Basic Authentication	481
Authentication Information Stored in the Address Book	483
Specifying Login User Names and Passwords	483
Specifying Login Details	485
Windows Authentication	487
Specifying Windows Authentication	489
Installing Internet Information Services (IIS) and Certificate Services	493
Creating the Server Certificate	494
If the Fax Number Cannot be Obtained	495
LDAP Authentication	496
Specifying LDAP Authentication	497
Integration Server Authentication	502
Specifying Integration Server Authentication	502
Printer Job Authentication	508
Printer Job Authentication Levels	508
Printer Job Types	508
\	511
Auto Registration to the Address Book	512
Data Carry-over Setting for Address Book Auto-program	512
User Lockout Function	514
Specifying the User Lockout Function	515
Canceling Password Lockout	515
Auto Logout	516
Authentication Using an External Device	518
3. Restricting Machine Usage	519
Restricting Usage of the Destination List	519
Restrict Use of Destinations / Restrict Adding of User Destinations	519
Preventing Changes to Administrator Settings	521
Prohibiting Users from Making Changes to Settings	521
Menu Protect	522
Specifying Menu Protect	522
Copy Function	522
Fax Function	522
Printer Function	523
Scanner Function	523
Limiting Available Functions	524
Specifying Which Functions are Available	524
Restricting Media Slot Access	526
Managing Print Volume per User	528
Specifying Limitations for Print Volume	529
Restrictions When User Code Authentication is Enabled	531
Specifying the Default Maximum Use Count	531
Specifying the Maximum Use Count per User	532
Checking Print Volume per User	534
Printing a List of Print Volume Use Counters	535
Clearing Print Volume Use Counters	536
Configuring the Auto-Reset Function	538
4. Preventing Leakage of Information from Machines	541
Protecting the Address Book	541
Specifying Address Book Access Permissions	541
Encrypting Data in the Address Book	543
Encrypting Data on the Hard Disk	545
Enabling the Encryption Settings	547
Backing Up the Encryption Key	549
Updating the Encryption Key	550
Canceling Data Encryption	551
Deleting Data on the Hard Disk	552
Conditions for Use	552
Instructions for Use	552
Auto Erase Memory	553
Overwrite icon	553
Methods of overwriting	554
Using Auto Erase Memory	554
Canceling Auto Erase Memory	555
Types of data that can or cannot be overwritten	556
Erase All Memory	557
Using Erase All Memory	557
Suspending Erase All Memory	559
5. Enhanced Network Security	561
Access Control	561
Enabling and Disabling Protocols	562
Enabling and Disabling Protocols Using the Control Panel	568
Enabling and Disabling Protocols Using Web Image Monitor	569
Specifying Network Security Level	570
Specifying Network Security Level Using the Control Panel	570
Specifying Network Security Level Using Web Image Monitor	571
Status of Functions under Each Network Security Level	572
Protecting the Communication Path via a Device Certificate	575
Creating and Installing a Device Certificate from the Control Panel (Self-Signed Certificate)	575
Creating and Installing a Device Certificate from Web Image Monitor (Self-Signed Certificate)	576
Creating the Device Certificate (Issued by a Certificate Authority)	577
Installing the Device Certificate (Issued by a Certificate Authority)	578
Installing an Intermediate Certificate (Issued by a Certificate Authority)	579
Configuring SSL/TLS	580
Enabling SSL/TLS	581
User Setting for SSL/TLS	582
Setting the SSL/TLS Encryption Mode	583
Enabling SSL for SMTP Connections	584
Configuring S/MIME	586
E-mail Encryption	586
Specifying the user certificate	587
Specifying the encryption algorithm	588
Attaching an Electronic Signature	588
Selecting the device certificate	589
Specifying the electronic signature	589
Specifying Checking of the Certificate Valid Period	590
Configuring PDFs with Electronic Signatures	592
Selecting the Device Certificate	592
Configuring IPsec	593
Encryption and Authentication by IPsec	593
Encryption Key Auto Exchange Settings and Encryption Key Manual Settings	594
IPsec Settings	595
Encryption Key Auto Exchange Settings Configuration Flow	605
Specifying Encryption Key Auto Exchange Settings	605
Selecting the certificate for IPsec	606
Specifying IPsec settings on the computer	606
Encryption Key Manual Settings Configuration Flow	609
Specifying Encryption Key Manual Settings	609
telnet Setting Commands	610
ipsec	610
ipsec manual mode	611
ipsec exclude	611
ipsec manual	611
ipsec ike	613
Configuring IEEE 802.1X Authentication	618
Installing a Site Certificate	618
Selecting the Device Certificate	619
Setting Items of IEEE 802.1X for Ethernet	619
Setting Items of IEEE 802.1X for Wireless LAN	621
SNMPv3 Encryption	623
Encrypting Transmitted Passwords	625
Specifying a Driver Encryption Key	625

Match case Limit results 1 per page

6. Preventing the Leaking of

Documents

This chapter explains how to protect document data stored in the machine or printed using the machine.

Configuring Access Permissions for Stored Files

This section describes how to specify access permissions for stored files.

You can specify who is allowed to access stored scan files and files stored in Document Server.

This can prevent activities such as printing or sending of stored files by unauthorized users.

You can also specify which users can change or delete stored files.

To limit the use of stored files, you can specify four types of access permissions.

Types of access permission

Access permission

Description

Read-only

In addition to checking the content of and information about stored

files, you can also print and send the files.

Edit

You can change the print settings for stored files.

This includes permission to view files.

Edit / Delete

You can delete stored files.

This includes permission to view and edit files.

Full Control

You can specify the user and access permission.

This includes permission to view, edit, and edit / delete files.

Password for stored files

•

Passwords for stored files can be specified by the the file administrator or file creator (owner).

You can obtain greater protection against the unauthorized use of files. For details about

assigning a password to a stored file, see p.192 "Specifying Passwords for Stored Files".

•

Even if user authentication is not set, passwords for stored files can be set.

•

Files can be stored by any user who is allowed to use Document Server, copy function, scanner

function, fax function or printer function.

•

Using Web Image Monitor, you can check the content of stored files. For details, see Web Image

Monitor Help.

185