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Ricoh Pro 8100 EX User Guide - Page 477

Deleting Data on the Hard Disk, Conditions for Use, Instructions for Use, Auto Erase Memory

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4. Preventing Leakage of Information from Machines Deleting Data on the Hard Disk The machine's hard disk stores all document data from the copier, printer and scanner functions. It also stores the data of users' Document Server and code counters, and the Address Book. To prevent data on the hard disk being leaked before disposing of the machine, you can overwrite all data stored on the hard disk. You can also automatically overwrite temporarily-stored data. Conditions for Use When you use the erase-by-overwrite function, make sure to use it under the following conditions: • The machine is used in its normal state (i.e. it is neither damaged, modified nor are there missing components). • The machine is managed by an administrator who has carefully read and understood this manual, and can ensure the safe and effective use of this machine by general users. Instructions for Use • Before turning off the main power of the machine, always make sure that the Data Overwrite icon has turned to "Clear". • If the machine enters Low Power mode when overwriting is in progress, press the [Energy Saver] key to revive the display in order to check the icon. • The machine will not enter Sleep mode until overwriting has been completed. • Should the Data Overwrite icon continue to be "Dirty" even after you have made sure that there is no data to be overwritten, turn off the main power of your machine. Turn it on again and see if the icon changes to "Clear". If it does not, contact your sales or service representative. Auto Erase Memory A document scanned in copier, or scanner mode, or print data sent from a printer driver is temporarily stored on the machine's hard disk. Even after the job is completed, it remains in the hard disk as temporary data. Auto Erase Memory erases the temporary data on the hard disk by writing over it. Overwriting starts automatically once the job is completed. The copier and printer functions take priority over the Auto Erase Memory function. If a copy or print job is in progress, overwriting will only be done after the job is completed. 102

Section	Page
Read This First	1
TABLE OF CONTENTS	2
How to Read the Manuals	3
Symbols Used in the Manuals	3
Disclaimer	3
Notes	4
Machine Types	4
1. Manuals Provided with This Machine	6
Manuals for This Machine	6
Manuals List	8
On-screen Operating Instructions	10
Formats of the Operating Instructions	10
Reading the HTML Manuals on the CD-ROM	10
Installing and Opening the HTML Manuals	11
Reading the PDF Manuals on the CD-ROM	11
2. Safety Information for This Machine	14
Safety Information	14
Safety During Operation	14
Safety Precautions to Be Followed	14
Environments where the machine can be used	14
Handling power cords and power cord plugs	15
Handling the main machine	18
Handling the machine's interior	19
Handling the machine's supplies	20
Safety Labels of This Machine	23
Positions of WARNING and CAUTION labels	23
Main unit	23
Wide LCT	24
Multi bypass tray	24
Finisher SR5050	25
Booklet Finisher SR5060	26
Multi-Folding Unit	28
Trimmer Unit	29
Ring Binder	30
Perfect Binder	31
Power Switch Symbols	31
3. Other Information for This Machine	32
Laws and Regulations	32
Duplication and Printing Prohibited	32
Laser Safety	32
Notes to USA Users of FCC Requirements	32
Part 15 of the FCC Rules	32
Other Information	34
ENERGY STAR Program	34
Energy Saving Functions	34
Notes to users in the state of California (Notes to Users in USA)	36
4. Appendix	38
Specifications	38
Trademarks	40
<User Guide>	43
Guide to the Names and Functions of the Machine's Control Panel	44
Quick Reference Copy Guide	46
Quick Reference Scanner Guide	48
TABLE OF CONTENTS	51
How to Read the Manuals	56
Symbols Used in the Manuals	56
Model-Specific Information	57
Names of Major Features	58
1. Easy Search	59
Searching by What You Want to Do	59
Reducing my Costs	59
Converting Documents to Electronic Formats Easily	60
Registering Destinations	61
Operating the Machine More Effectively	61
What You Can Do with This Machine	63
Customizing the [Home] Screen	63
Making Copies Using Various Functions	64
Printing Data Using Various Functions	65
Utilizing Stored Document	66
Connecting Two Machines for Copying	67
Using the Scanner in a Network Environment	68
Embedding Text Information in Scanned Files	68
Preventing Information Leakage (Security Functions)	69
Centrally Controlling Scan Conditions and Distribution	70
Monitoring and Setting the Machine Using a Computer	70
Preventing Unauthorized Copying	71
2. Getting Started	73
Guide to Names and Functions of Components	73
Guide to Functions of the Attention Light	76
Guide to Functions of the Machine's Options	79
Guide to Functions of the Machine's External Options	79
Changing the Display Language	81
How to Use the [Home] Screen	82
Adding Icons to the [Home] Screen	83
Adding icons to the [Home] screen using Web Image Monitor	84
Adding icons to the [Home] screen using the User Tools	84
Registering Frequently Used Functions	87
Registering Functions in a Program	87
Example of programs	89
Turning On/Off the Power	93
Turning On the Main Power	93
Turning Off the Main Power	93
Logging In the Machine	95
When the Authentication Screen is Displayed	95
User Code Authentication Using the Control Panel	95
Logging In Using the Control Panel	95
Logging Out Using the Control Panel	96
Placing Originals	97
Placing Originals on the Exposure Glass	97
Placing Originals in the Auto Document Feeder	97
3. Copy	99
Basic Procedure	99
Auto Reduce / Enlarge	101
Duplex Copying	103
Specifying the Original and Copy Orientation	105
Combined Copying	107
One-Sided Combine	108
Two-Sided Combine	109
Copying onto Custom Size Paper from the Multi Bypass Tray (Tray 7)	112
Copying onto Envelopes	113
Copying onto Envelopes from the Multi Bypass Tray (Tray 7)	113
Copying onto Envelopes from the Wide Large Capacity Tray	114
Sort	115
Changing the Number of Sets	115
Storing Data in the Document Server	117
4. Print	119
Quick Install	119
Displaying the Printer Driver Properties	120
Standard Printing	121
When Using the PCL 6 Printer Driver	121
Printing on Both Sides of Sheets	122
When Using the PCL 6 Printer Driver	122
Types of 2 sided Printing	122
Combining Multiple Pages into Single Page	123
When Using the PCL 6 Printer Driver	123
Types of Combine Printing	123
Printing on Envelopes	125
Configuring Envelope Settings Using the Control Panel	125
Printing on Envelopes Using the Printer Driver	125
When using the PCL 6 printer driver	125
Saving and Printing Using the Document Server	127
Storing Documents in Document Server	127
Managing Documents Stored in Document Server	128
5. Scan	129
Basic Procedure When Using Scan to Folder	129
Creating a Shared Folder on a Computer Running Windows/Confirming a Computer's Information	130
Step 1: Confirming the user name and computer name	130
Step 2: Creating a shared folder on a computer running Microsoft Windows	131
Step 3: Specifying access privileges for the created shared folder	132
Registering an SMB Folder	132
Locating the SMB folder manually	134
Locating the SMB folder using Browse Network	135
Deleting an SMB Registered Folder	135
Entering the Path to the Destination Manually	136
Basic Procedure for Sending Scan Files by E-mail	137
Registering an E-mail Destination	138
Deleting an E-mail Destination	139
Entering an E-mail Address Manually	140
Basic Procedure for Storing Scan Files	141
Checking a Stored File Selected from the List	142
Specifying the File Type	143
Specifying Scan Settings	144
6. Document Server	145
Storing Data	145
Printing Stored Documents	147
7. Web Image Monitor	149
Displaying Top Page	149
8. Adding Paper and Toner	151
Loading Paper	151
Precautions for Loading Paper	151
Fanning the paper	151
Loading Paper into Tray 1	153
Loading Paper into Trays 2 and 3	154
Loading Paper into the Multi Bypass Tray (Tray 7)	155
Loading tab stock into the multi bypass tray (Tray 7)	158
Loading Paper into the Large Capacity Tray	158
Loading Paper into the Wide Large Capacity Tray	159
Loading Paper into the Interposer	161
Loading Cover Sheets into the Interposer of the Perfect Binder	162
Loading Orientation-fixed Paper or Two-sided Paper	164
Recommended Paper	168
Recommended Paper Sizes and Types	168
Thick paper	184
Envelopes	185
Paper Storage	187
Registering a Custom Paper	188
Selecting the Paper's Name from the Paper Library	188
Registering a Paper Whose Paper Name is Not Displayed in the Paper Library	189
Selecting the paper's type from the paper library	189
Manually specifying a paper's type and weight	191
Registering a New Custom Paper by Modifying an Existing Paper	192
Adding Toner	195
Sending Scanned Documents When Toner Has Run Out	197
Disposing of Used Toner	198
Menu Items and Functions	199
9. Troubleshooting	203
When a Status Icon Is Displayed	203
When the Indicator Lamp for the [Check Status] Key Is Lit or Flashing	205
When the Machine Makes a Beeping Sound	207
When You Have Problems Operating the Machine	208
When Multiple Functions Cannot Be Executed Simultaneously	215
Messages Displayed When Using the Copy/Document Server Function	216
When Using the Connect Copy Function	220
Messages Displayed When Using the Printer Function	223
Messages Displayed on the Control Panel When Using the Printer Function	223
When using direct print from a memory storage device	227
Messages Printed on the Error Logs or Reports When Using the Printer Function	227
When print jobs are canceled	228
When there is a problem with the print settings	230
When documents cannot be stored in the Document Server	233
When there is not enough free hard disk space	234
When there is not enough memory	235
When there is a problem with a parameter	235
When the user lacks privileges to perform an operation	235
When a user cannot be registered	236
When other errors occur	236
Messages Displayed When Using the Scanner Function	240
Messages Displayed on the Control Panel When Using the Scanner Function	240
When documents cannot be scanned properly	242
When documents cannot be scanned because the memory is full	245
When data transmission fails	246
When data cannot be sent because a currently used file is selected	247
When data cannot be sent because there are too many documents or pages	247
When the WSD scanner function cannot be used	248
When documents cannot be stored on a memory storage device	249
Messages Displayed on the Client Computer	250
When there is a problem connecting to the scanner	254
When Other Messages Appear	257
When There Is a Problem Scanning or Storing Originals	259
When the Home Screen Cannot Be Edited	259
When the Address Book Is Updated	260
When Data Cannot Be Sent Due to a Problem with the Destination	261
When the Machine Cannot Be Operated Due to a Problem with the User Certificate	262
When Problems Occur While Logging In	263
When the User Lacks Privileges to Perform an Operation	264
When the LDAP Server Cannot Be Used	264
INDEX	267
Operating Instructions <Driver Installation Guide>	273
TABLE OF CONTENTS	275
1. Introduction	277
Start Installer	277
Software and Utilities Included on the CD-ROM	279
Printer Drivers	279
Supported languages	280
TWAIN Driver	281
Font Manager	282
For Mac OS X Users	283
2. Installing the Printer Driver	285
Confirming the Connection Method	285
Network Connection	285
Using the Windows printing port	285
Using as a network printer	286
Local Connection	287
Quick Install	288
Installing the Printer Driver for a Network Connection	290
Installing the Printer Driver for the Selected Port	290
Using the Standard TCP/IP port	291
Using the IPP port	292
Using the LPR port	293
Using the WSD port	294
Using the SmartDeviceMonitor for Client port	297
Changing the port settings for SmartDeviceMonitor for Client	298
Using as a Network Printer	299
Using Windows print server	299
Using NetWare print server	300
Notes when using NetWare	301
Installing the Printer Driver for a Local Connection	303
USB Connection	303
Windows XP, Windows Server 2003/2003 R2	303
Windows Vista, Windows Server 2008	304
Windows 7/8, Windows Server 2008 R2/2012	305
Parallel Connection	307
Bluetooth Connection	308
Supported profiles and restrictions	308
Adding a Bluetooth printer	308
Configuring Option Settings for the Printer	312
Conditions for Bidirectional Communication	312
If Bidirectional Communication is Disabled	313
Installing Font Manager	315
3. Installing the Scanner Driver	317
Installing the TWAIN Driver	317
Installing a TWAIN-Compliant Application on the Same Client Computer	318
4. Troubleshooting	319
Messages Displayed When Installing the Printer Driver	319
If USB Connection Fails	321
5. Installing the Printer Driver Under Mac OS X	323
Installing the PPD Files	323
Registering the Printer	324
USB Connection	324
Network Connection	325
Configuring Option Settings for the Printer Under Mac OS X	326
6. Appendix	327
Updating or Deleting the Driver	327
Updating the Driver	327
Printer driver	327
PPD files(Mac OS X), TWAIN driver	328
Deleting the Driver	328
Printer driver	328
PPD files(Mac OS X)	329
TWAIN driver	330
Trademarks	331
INDEX	333
Operating Instructions <Guide to Paper>	337
TABLE OF CONTENTS	339
Introduction	341
1. Characteristics and Conditions of Paper	343
Characteristics of Paper	343
Composition of Paper	343
Friction Characteristics	343
Surface Smoothness	343
Resistance to Heat	344
Moisture Content	344
Clark Stiffness	345
Bending Stiffness	345
Surface Resistivity	346
Paper Specifications	346
Condition of Paper	348
Rips, Wrinkles, and Folds	348
Curls	349
How to Measure Curled Paper	349
Cut Edge	350
Grain Direction	351
2. Handling Paper	353
Loading Paper	353
How to Hold Paper	355
How to Place Paper	355
Storing Paper	357
Precautions during Transport	358
Using Special Types of Paper	359
Coated Paper	359
Recycled Paper	359
Preprinted Paper	359
Colored Paper	360
Prepunched Paper	360
OHP Film	361
Label Paper, Pressure-sensitive Paper	361
3. Appendix	363
Paper Weight Conversion Table	363
Prepunched Paper That Can Be Used	365
INDEX	367
INSTRUCTIONS FOR SERVICE TECHNICIANS (Coated paper)	373
Operating Instructions <Security Guide>	374
TABLE OF CONTENTS	376
Functions That Require Options	383
Main Software Names	384
1. Getting Started	386
Before Configuring the Security Function Settings	386
Before Using This Machine	387
Administrators and Users	388
Administrators	389
Configuring Administrator Authentication	390
Specifying Administrator Privileges	391
Registering and Changing Administrators	393
Usable characters for user names and passwords	395
Using Web Image Monitor to Configure Administrator Authentication	395
Administrator Login Method	397
Logging in Using the Control Panel	397
Logging in Using Web Image Monitor	398
Administrator Logout Method	399
Logging out Using the Control Panel	399
Logging out Using Web Image Monitor	399
Supervisor	400
Resetting the Administrator's Password	400
Changing the Supervisor	401
2. Configuring User Authentication	404
Users	404
About User Authentication	405
Configuring User Authentication	406
User Code Authentication	409
Basic Authentication	412
Specifying Basic Authentication	412
Authentication Information Stored in the Address Book	414
Specifying Login User Names and Passwords	414
Specifying Login Details	415
Windows Authentication	417
Specifying Windows Authentication	418
Installing Internet Information Services (IIS) and Certificate Services	423
Installation under Windows Server 2008 R2	423
Installation under Windows Server 2012	424
Creating the Server Certificate	425
LDAP Authentication	426
Integration Server Authentication	431
Printer Job Authentication	436
Printer Job Authentication Levels	436
Printer Job Types	436
\	439
Auto Registration to the Address Book	440
Automatically Registered Address Book Items	440
Data Carry-over Setting for Address Book Auto-program	440
User Lockout Function	442
Specifying the User Lockout Function	443
Canceling Password Lockout	443
Auto Logout	444
Authentication Using an External Device	446
3. Restricting Machine Usage	448
Restricting Usage of the Destination List	448
Preventing Changes to Administrator Settings	450
Limiting the Settings that Can Be Changed by Each Administrator	450
Prohibiting Users from Making Changes to Settings	450
Specifying Menu Protect	451
Copy Function	451
Printer Function	451
Scanner Function	451
Limiting Available Functions	453
Restricting Media Slot Access	455
Managing Print Volume per User	456
Specifying Limitations for Print Volume	457
Restrictions When User Code Authentication is Enabled	458
Specifying the Default Maximum Use Count	459
Specifying the Maximum Use Count per User	459
Checking Print Volume per User	460
Printing a List of Print Volume Use Counters	461
Clearing Print Volume Use Counters	463
Configuring the Auto-Reset Function	464
4. Preventing Leakage of Information from Machines	466
Protecting the Address Book	466
Specifying Address Book Access Permissions	466
Encrypting Data in the Address Book	468
Encrypting Data on the Hard Disk	470
Enabling the Encryption Settings	471
Backing Up the Encryption Key	473
Updating the Encryption Key	474
Canceling Data Encryption	475
Deleting Data on the Hard Disk	477
Conditions for Use	477
Instructions for Use	477
Auto Erase Memory	477
Overwrite icon	478
Methods of overwriting	478
Using Auto Erase Memory	479
Canceling Auto Erase Memory	480
Types of data that can or cannot be overwritten	480
Erase All Memory	481
Using Erase All Memory	482
Suspending Erase All Memory	483
5. Enhanced Network Security	484
Access Control	484
Enabling and Disabling Protocols	485
Enabling and Disabling Protocols Using the Control Panel	491
Enabling and Disabling Protocols Using Web Image Monitor	492
Specifying Network Security Level	493
Specifying Network Security Level Using the Control Panel	493
Specifying Network Security Level Using Web Image Monitor	494
Status of Functions under Each Network Security Level	494
Protecting the Communication Path via a Device Certificate	498
Creating and Installing a Device Certificate from the Control Panel (Self-Signed Certificate)	498
Creating and Installing a Device Certificate from Web Image Monitor (Self-Signed Certificate)	499
Creating the Device Certificate (Issued by a Certificate Authority)	500
Installing the Device Certificate (Issued by a Certificate Authority)	501
Installing an Intermediate Certificate (Issued by a Certificate Authority)	502
Configuring SSL/TLS	503
Enabling SSL/TLS	504
User Setting for SSL/TLS	505
Setting the SSL/TLS Encryption Mode	506
Enabling SSL for SMTP Connections	507
Configuring S/MIME	509
E-mail Encryption	509
Specifying the user certificate	510
Specifying the encryption algorithm	511
Attaching an Electronic Signature	511
Selecting the device certificate	512
Specifying the electronic signature	512
Specifying Checking of the Certificate Valid Period	513
Configuring PDFs with Electronic Signatures	515
Configuring IPsec	516
Encryption and Authentication by IPsec	516
Encryption Key Auto Exchange Settings	517
IPsec Settings	518
Encryption Key Auto Exchange Settings Configuration Flow	524
Specifying Encryption Key Auto Exchange Settings	524
Selecting the certificate for IPsec	525
Specifying the computer's IPsec settings	525
telnet Setting Commands	528
ipsec	528
ipsec exclude	529
ipsec ike	529
Configuring IEEE 802.1X Authentication	534
Installing a Site Certificate	534
Selecting the Device Certificate	535
Setting Items of IEEE 802.1X for Ethernet	535
Setting Items of IEEE 802.1X for Wireless LAN	537
SNMPv3 Encryption	539
Encrypting Transmitted Passwords	540
Specifying a Driver Encryption Key	540
Specifying an IPP Authentication Password	541
Kerberos Authentication Encryption Setting	543
6. Preventing the Leaking of Documents	546
Managing Folders	546
Deleting Folders	546
Changing the Password of a Folder	547
Unlocking Folders	548
Managing Stored Files	550
Configuring Access Permission for Each Stored File	551
Changing the Owner of a Document	553
Configuring Access Permission for Each User for Stored Files	554
Specifying Passwords for Stored Files	556
Unlocking Stored Files	557
Managing Locked Print Files	559
Deleting Locked Print Files	559
Changing the Password of a Locked Print File	561
Unlocking a Locked Print File	562
Unauthorized Copy Prevention / Data Security for Copying	564
Enabling Pattern Printing	565
Enabling embedded pattern printing in the Copier/Document Server functions	565
Enabling embedded pattern printing in the Printer function	565
Enabling Detect Data Security for Copying	566
Printing User Information on Paper	568
Enforced Storage of Documents to be Printed on a Printer	570
7. Managing the Machine	572
Managing Log Files	572

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1,000
1,001
1,002
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1,005
1,006
1,007
1,008
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1,010
1,011
1,012
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1,126
1,127

Match case Limit results 1 per page

Deleting Data on the Hard Disk

The machine's hard disk stores all document data from the copier, printer and scanner functions. It also

stores the data of users' Document Server and code counters, and the Address Book.

To prevent data on the hard disk being leaked before disposing of the machine, you can overwrite all

data stored on the hard disk. You can also automatically overwrite temporarily-stored data.

Conditions for Use

When you use the erase-by-overwrite function, make sure to use it under the following conditions:

•

The machine is used in its normal state (i.e. it is neither damaged, modified nor are there missing

components).

•

The machine is managed by an administrator who has carefully read and understood this manual,

and can ensure the safe and effective use of this machine by general users.

Instructions for Use

•

Before turning off the main power of the machine, always make sure that the Data Overwrite icon

has turned to "Clear".

•

If the machine enters Low Power mode when overwriting is in progress, press the [Energy Saver]

key to revive the display in order to check the icon.

•

The machine will not enter Sleep mode until overwriting has been completed.

•

Should the Data Overwrite icon continue to be "Dirty" even after you have made sure that there is

no data to be overwritten, turn off the main power of your machine. Turn it on again and see if the

icon changes to "Clear". If it does not, contact your sales or service representative.

Auto Erase Memory

A document scanned in copier, or scanner mode, or print data sent from a printer driver is temporarily

stored on the machine's hard disk. Even after the job is completed, it remains in the hard disk as

temporary data. Auto Erase Memory erases the temporary data on the hard disk by writing over it.

Overwriting starts automatically once the job is completed.

The copier and printer functions take priority over the Auto Erase Memory function. If a copy or print job

is in progress, overwriting will only be done after the job is completed.

4. Preventing Leakage of Information from Machines

102