Gestetner DSm725e User manual

i
Manuals for This Machine
Refer to the manuals that are relevant to what you want to do with the machine.
Important
❒Media differ according to manual.
❒The printed and electronic versions of a manual have the same contents.
❒Adobe Acrobat Reader/Adobe Reader must be installed in order to view the
manuals as PDF files.
❒Depending on which country you are in, there may also be html manuals. To
view these manuals, a Web browser must be installed.
❖About This Machine
Be sure to read the Safety Information in this manual before using the ma-
chine.
This manual provides an introduction to the functions of the machine. It also
explains the control panel, preparation procedures for using the machine,
how to enter text, and how to install the CD-ROMs provided.
❖General Settings Guide
Explains User Tools settings, and Address Book procedures such as register-
ing fax numbers, e-mail addresses, and user codes. Also refer to this manual
for explanations on how to connect the machine.
❖Troubleshooting
Provides a guide to solving common problems, and explains how to replace
paper, toner, and other consumables.
❖Security Reference
This manual is for administrators of the machine. It explains security func-
tions that the administrators can use to protect data from being tampered
with, or prevent the machine from unauthorized use.
Also refer to this manual for the procedures for registering administrators, as
well as setting user and administrator authentication.
❖Copy/ Document Server Reference
Explains Copier and Document Server functions and operations. Also refer to
this manual for explanations on how to place originals.
❖Facsimile Reference
Explains Facsimile functions and operations.
❖Printer Reference
Explains Printer functions and operations.
❖Scanner Reference
Explains Scanner functions and operations.
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ii
❖Network Guide
Explains how to configure and operate the machine in a network environ-
ment, and use the software provided.
This manual covers all models, and includes descriptions of functions and
settings that might not be available on this machine. Images, illustrations, and
information about operating systems that are supported might also differ
slightly from those of this machine.
❖Other manuals
• PostScript 3 Supplement
• UNIX Supplement
• Manuals for DeskTopBinder Lite
• DeskTopBinder Lite Setup Guide
• DeskTopBinder Introduction Guide
• Auto Document Link Guide
Note
❒Manuals provided are specific to machine types.
❒For "UNIX Supplement", please visit our Web site or consult an authorized
dealer.
❒"PostScript 3 Supplement" and "UNIX Supplement" include descriptions of
functions and settings that might not be available on this machine.
*Optional
Product name General name
DeskTopBinder Lite and DeskTopBinder Pro-
fessional *
DeskTopBinder
ScanRouter EX Professional*and ScanRouter
EX Enterprise *
the ScanRouter delivery software
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iii
TABLE OF CONTENTS
Manuals for This Machine ......................................................................................i
How to Read This Manual .....................................................................................1
Symbols .....................................................................................................................1
1. Getting Started
Enhanced Security.................................................................................................3
Glossary .....................................................................................................................4
Setting Up the Machine..............................................................................................5
Security Measures Provided by this Machine.....................................................6
Using Authentication and Managing Users ................................................................6
Ensuring Information Security ....................................................................................7
Limiting and Controlling Access .................................................................................9
Enhanced Network Security.....................................................................................10
2. Authentication and its Application
Administrators and Users ...................................................................................11
Administrators ..........................................................................................................11
User..........................................................................................................................12
The Management Function .................................................................................13
About Administrator Authentication..........................................................................14
About User Authentication .......................................................................................15
Enabling Authentication......................................................................................16
Authentication Setting Procedure.............................................................................16
Administrator Authentication .............................................................................17
Specifying Administrator Privileges.......................................................................... 18
Registering the Administrator...................................................................................19
Logging on Using Administrator Authentication .......................................................21
Logging off Using Administrator Authentication .......................................................22
Changing the Administrator......................................................................................23
User Authentication.............................................................................................24
User Code Authentication ........................................................................................24
Basic Authentication.................................................................................................26
Windows Authentication...........................................................................................31
LDAP Authentication ................................................................................................ 37
Integration Server Authentication.............................................................................41
If User Authentication is Specified.....................................................................47
User Code Authentication (Using the Control Panel)...............................................47
User Code Authentication (Using a Printer Driver) ..................................................47
Login (Using the Control Panel)...............................................................................48
Log Off (Using the Control Panel)............................................................................48
Login (Using a Printer Driver)...................................................................................49
Login (Using Web Image Monitor) ...........................................................................49
Log Off (Using Web Image Monitor) ........................................................................49
Auto Logout..............................................................................................................50
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iv
3. Ensuring Information Security
Preventing Unauthorized Copying ..................................................................... 51
Unauthorized Copy Prevention ................................................................................52
Data Security for Copying ........................................................................................53
Printing Limitations...................................................................................................54
Notice .......................................................................................................................55
Printing with Unauthorized Copy Prevention and Data Security for Copying...........55
Printing a Confidential Document ...................................................................... 58
Choosing a Locked Print file ....................................................................................58
Printing a Locked Print File ......................................................................................59
Deleting Locked Print Files ......................................................................................60
Deleting Passwords of Locked Print Files................................................................60
Unlocking Locked Print Files....................................................................................61
Specifying Access Permission for Stored Files ...............................................62
Assigning Users and Access Permission for Stored Files .......................................63
Specifying Access Privileges for Files Stored using the Scanner and
Fax Functions ........................................................................................................65
Assigning the User and the Access Permission for the User’s Stored Files ............67
Specifying Passwords for the Stored Files...............................................................69
Unlocking Files.........................................................................................................70
Preventing Data Leaks Due to Unauthorized Transmission............................71
Restrictions on Destinations.....................................................................................71
Protecting the Address Book .............................................................................73
Address Book Access Permission ...........................................................................73
Encrypting the Data in the Address Book ................................................................75
Deleting Data on the Hard Disk ..........................................................................77
Overwriting the Data on the Hard Disk.....................................................................77
4. Managing Access to the Machine
Preventing Modification of Machine Settings ...................................................83
Menu Protect ........................................................................................................84
Set up Menu Protect ................................................................................................84
Limiting Available Functions .............................................................................. 88
Specifying Which Functions are Available ...............................................................88
Managing Log Files .............................................................................................90
Specifying Delete All Logs .......................................................................................91
Transfer Log Setting.................................................................................................92
5. Enhanced Network Security
Preventing Unauthorized Access.......................................................................93
Enabling/Disabling Protocols ...................................................................................93
Access Control .........................................................................................................94
Specifying Network Security Level...........................................................................95
Encrypting Transmitted Passwords...................................................................98
Driver Encryption Key ..............................................................................................99
Group Password for PDF files................................................................................100
IPP Authentication Password.................................................................................101
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v
Protection Using Encryption ............................................................................103
SSL (Secure Sockets Layer) Encryption................................................................104
User Settings for SSL (Secure Sockets Layer) ......................................................109
Setting the SSL / TLS Encryption Mode.................................................................110
SNMPv3 Encryption ............................................................................................... 111
6. Specifying the Extended Security Functions
Specifying the Extended Security Functions.................................................. 113
Changing the Extended Security Functions ........................................................... 113
Settings ..................................................................................................................114
Other Security Functions ..................................................................................119
Scanner Function ...................................................................................................119
Fax Function ..........................................................................................................119
Limiting Machine Operation to Customers Only ............................................121
Settings ..................................................................................................................121
7. Troubleshooting
Authentication Does Not Work Properly .........................................................123
A Message Appears...............................................................................................123
Machine Cannot Be Operated................................................................................125
8. Appendix
Supervisor Operations ......................................................................................127
Logging on as the Supervisor ................................................................................128
Logging off as the Supervisor ................................................................................128
Changing the Supervisor........................................................................................129
Resetting an Administrator’s Password .................................................................130
Machine Administrator Settings.......................................................................131
System Settings .....................................................................................................131
Copier / Document Server Features ......................................................................133
Facsimile Features................................................................................................. 134
Printer Features .....................................................................................................135
Scanner Features...................................................................................................136
Settings via Web Image Monitor ............................................................................137
Settings via SmartDeviceMonitor for Admin........................................................... 139
Network Administrator Settings .......................................................................140
System Settings .....................................................................................................140
Facsimile Features................................................................................................. 141
Scanner Features...................................................................................................141
Settings via Web Image Monitor ............................................................................141
Settings via SmartDeviceMonitor for Admin........................................................... 143
File Administrator Settings ...............................................................................144
System Settings .....................................................................................................144
Facsimile Features................................................................................................. 144
Printer Features .....................................................................................................144
Settings via Web Image Monitor ............................................................................145
User Administrator Settings .............................................................................146
System Settings .....................................................................................................146
Settings via Web Image Monitor ............................................................................147
Settings via SmartDeviceMonitor for Admin........................................................... 147
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vi
Document Server File Permissions..................................................................148
The Privilege for User Account Settings in the Address Book .....................149
User Settings......................................................................................................152
Copier / Document Server Features ......................................................................152
Printer Functions ....................................................................................................155
Scanner Features...................................................................................................157
Facsimile Features................................................................................................. 158
System Settings .....................................................................................................160
Web Image Monitor Setting....................................................................................164
Functions That Require Options ......................................................................176
INDEX....................................................................................................... 177
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1
How to Read This Manual
Symbols
This manual uses the following symbols:
Indicates important safety notes.
Ignoring these notes could result in serious injury or death. Be sure to read these
notes. They can be found in the "Safety Information" section of About This Ma-
chine.
Indicates important safety notes.
Ignoring these notes could result in moderate or minor injury, or damage to the
machine or to property. Be sure to read these notes. They can be found in the
"Safety Information" section of About This Machine.
Indicates points to pay attention to when using the machine, and explanations
of likely causes of paper misfeeds, damage to originals, or loss of data. Be sure
to read these explanations.
Indicates supplementary explanations of the machine’s functions, and instruc-
tions on resolving user errors.
This symbol is located at the end of sections. It indicates where you can find fur-
ther relevant information.
[]
Indicates the names of keys that appear on the machine’s display panel.
{}
Indicates the names of keys on the machine’s control panel.
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2
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3
1. Getting Started
Enhanced Security
The machine's security functions are reinforced by means of realization of device
and user management, through extended authentication functions.
By specifying access limits on the machine’s functions and the documents and
data stored in the machine, you can prevent information leaks and unauthorized
access.
Data encryption can prevent unauthorized data access and tampering via the
network.
❖Authentication and Access Limits
Using authentication, administrators manage the machine and its users. To
enable authentication, information about both administrators and users must
be registered in order to authenticate users via their login user names and
passwords.
Four types of administrator manage specific areas of machine usage, such as
settings and user registration.
Access limits for each user are specified by the administrator responsible for
user access to machine functions and documents and data stored in the ma-
chine.
Reference
For details, see p.11 “Administrators and Users”.
❖Encryption Technology
This machine can establish secure communication paths by encrypting trans-
mitted data and passwords.
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Getting Started
4
1
Glossary
❖Administrator
There are four types of administrator: machine administrator, network ad-
ministrator, file administrator, and user administrator. We recommend only
one person take each administrator role. A single administrator can perform
the tasks of multiple administrators.
Basically, administrators make machine settings and manage the machine;
they cannot perform normal operations, such as copying and printing.
❖User
A user performs normal operations on the machine, such as copying and
printing.
❖File Creator (Owner)
This is a user who can store files in the machine and authorize other users to
view, edit, or delete those files.
❖Registered User
Users with personal information registered in the address book who have a
login password and user name.
❖Administrator Authentication
Administrators are authenticated by means of the login user name and login
password supplied by the administrator when specifying the machine’s set-
tings or accessing the machine over the network.
❖User Authentication
Users are authenticated by means of the login user name and login password
supplied by the user when specifying the machine’s settings or accessing the
machine over the network.
The user’s login user name and password, as well as personal information
items as telephone number and e-mail address, are stored in the machine’s
address book. The personal information can be obtained from the Windows
domain controller (Windows authentication), LDAP Server (LDAP authenti-
cation), or Integration Server (Integration Server Authentication) connected
to the machine via the network.
❖Login
This action is required for administrator authentication and user authentication.
Enter your login user name and login password on the machine’s control panel.
A login user name and login password may also be supplied when accessing
the machine over the network or using such utilities as Web Image Monitor
and SmartDeviceMonitor for Admin.
❖Logout
This action is required with administrator and user authentication. This ac-
tion is required when you have finished using the machine or changing the
settings.
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Enhanced Security
5
1
Setting Up the Machine
If you want higher security, make the following setting before using the ma-
chine:
ATurn the machine on.
BPress the {User Tools/Counter}key.
CPress {System Settings}.
DPress {Interface Settings}.
ESpecify IP Address.
FConnect the machine to the network.
GStart the Web Image Monitor, and then log on to the machine as the admin-
istrator.
HInstall the server certificate.
IEnable secure sockets layer (SSL).
JEnter the administrator’s user name and password.
The administrator's default account (user name: "admin"; password: blank) is
unencrypted between steps Fto I. If acquired during this time, this account
information could be used to gain unauthorized access to the machine over
the network.
If you consider this risky, we recommend that you specify a temporary ad-
ministrator password between steps Aand F.
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Getting Started
6
1
Security Measures Provided by this Machine
Using Authentication and Managing Users
❖Enabling Authentication
To control administrator’s and user’s access to the machine, perform admin-
istrator authentication and user authentication using login user names and lo-
gin passwords. To perform authentication, the authentication function must
be enabled.
Reference
For details, see p.16 “Enabling Authentication”.
❖Specifying Authentication Information to Log on
Users are managed using the personal information in the machine’s address
book.
By enabling user authentication, you can allow only people registered in the
address book to use the machine. Users can be managed in the address book
by the user administrator.
Reference
For details, see p.29 “Specifying Authentication Information to Log on”.
❖Specifying Which Functions are Available
This can be specified by the user administrator. Specify the functions avail-
able to registered users. By making this setting, you can limit the functions
available to users.
Reference
For details, see p.88 “Specifying Which Functions are Available”.
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Security Measures Provided by this Machine
7
1
Ensuring Information Security
❖Preventing Unauthorized Copying (Unauthorized Copy Prevention)
Using the printer driver, you can embed mask and pattern in the printed doc-
ument.
Reference
For details, see p.51 “Preventing Unauthorized Copying”.
❖Preventing Unauthorized Copying (Data Security for Copying)
Using the printer driver to enable data security for the copying function, you
can print a document with an embedded pattern of hidden text.
To gray out the copy or stored file of a copy-guarded document when the
document is copied or stored , the optional security module is required.
Reference
For details, see p.51 “Preventing Unauthorized Copying”.
❖Printing confidential files
Using the printer’s Locked Print, you can store files in the machine as confi-
dential files and then print them. You can print a file using the machine’s con-
trol panel and collect it on the spot to prevent others from seeing it.
Reference
For details, see p.58 “Printing a Confidential Document”.
❖Protecting Stored Files from Unauthorized Access
You can specify who is allowed to use and access scanned files and the files
in Document Server. You can prevent activities such as the printing of stored
files by unauthorized users.
Reference
For details, see p.62 “Specifying Access Permission for Stored Files”.
❖Protecting Stored Files from Theft
You can specify who is allowed to use and access scanned files and the files
in Document Server. You can prevent such activities as the sending and
downloading of stored files by unauthorized users.
Reference
For details, see p.62 “Specifying Access Permission for Stored Files”.
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Getting Started
8
1
❖Preventing Data Leaks Due to Unauthorized Transmission
You can specify in the address book which users are allowed to send files us-
ing the scanner or fax function.
You can also limit the direct entry of destinations to prevent files from being
sent to destinations not registered in the address book.
Reference
For details, see p.71 “Preventing Data Leaks Due to Unauthorized Trans-
mission”.
❖Protecting Registered Information in the Address Book
You can specify who is allowed to access the data in the address book. You
can prevent the data in the address book being used by unregistered users.
To protect the data from unauthorized reading, you can also encrypt the data
in the address book.
Reference
For details, see p.73 “Protecting the Address Book”.
❖Managing Log Files
You can improve data security by deleting log files stored in the machine. By
transferring the log files, you can check the history data and identify unautho-
rized access.
Reference
For details, see p.90 “Managing Log Files”.
❖Overwriting the Data on the Hard Disk
Before disposing of the machine, make sure all data on the hard disk is deleted.
Prevent data leakage by automatically deleting transmitted printer jobs from
memory.
To overwrite the hard disk data, the optional DataOverwiteSecurity unit is re-
quired.
Reference
For details, see p.77 “Overwriting the Data on the Hard Disk”.
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Security Measures Provided by this Machine
9
1
Limiting and Controlling Access
❖Preventing Modification or Deletion of Stored Data
You can specify who is allowed to access stored scan files and files stored in
Document Server.
You can permit selected users who are allowed to access stored files to modify
or delete the files.
Reference
For details, see p.62 “Specifying Access Permission for Stored Files”.
❖Preventing Modification of Machine Settings
The machine settings that can be modified according to the type of adminis-
trator account.
Register the administrators so that users cannot change the administrator set-
tings.
Reference
For details, see p.83 “Preventing Modification of Machine Settings”.
❖Limiting Available Functions
To prevent unauthorized operation, you can specify who is allowed to access
each of the machine’s functions.
Reference
For details, see p.88 “Limiting Available Functions”.
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Getting Started
10
1
Enhanced Network Security
❖Preventing Unauthorized Access
You can limit IP addresses or disable ports to prevent unauthorized access
over the network and protect the address book, stored files, and default set-
tings.
Reference
For details, see p.93 “Preventing Unauthorized Access”.
❖Encrypting Transmitted Passwords
Prevent login passwords, group passwords for PDF files, and IPP authentica-
tion passwords being revealed by encrypting them for transmission.
Also, encrypt the login password for administrator authentication and user
authentication.
Reference
For details, see p.98 “Encrypting Transmitted Passwords”.
❖Safer Communication Using SSL
When you access the machine using a Web Image Monitor or IPP, you can es-
tablish encrypted communication using SSL. When you access the machine
using an application such as SmartDeviceMonitor for Admin, you can estab-
lish encrypted communication using SNMPv3 or SSL.
To protect data from interception, analysis, and tampering, you can install a
server certificate in the machine, negotiate a secure connection, and encrypt
transmitted data.
Reference
For details, see p.103 “Protection Using Encryption”.
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11
2. Authentication and its
Application
Administrators and Users
When controlling access using the authentication specified by an administrator,
select the machine’s administrator, enable the authentication function, and then
use the machine.
The administrators manage access to the allocated functions, and users can use
only the functions they are permitted to access. To enable the authentication
function, the login user name and login password are required in order to use
the machine.
Specify administrator authentication, and then specifying user authentication.
Important
❒If user authentication is not possible because of a problem with the hard disk
or network, you can use the machine by accessing it using administrator au-
thentication and disabling user authentication. Do this if, for instance, you
need to use the machine urgently.
Reference
For details, see p.28 “Specifying Login User Name and Login Password”.
Administrators
There are four types of administrator: machine administrator, network adminis-
trator, file administrator, and user administrator.
The sharing of administrator tasks eases the burden on individual administra-
tors while also limiting unauthorized operation by administrators. You can also
specify a supervisor who can change each administrator’s password. Adminis-
trators are limited to managing the machine’s settings and controlling user ac-
cess. so they cannot use functions such as copying and printing. To use such
functions, you need to register a user in the Address Book and then be authenti-
cated as the user.
Reference
For details, see p.19 “Registering the Administrator”.
For details, see p.127 “Supervisor Operations”.
❖User Administrator
This is the administrator who manages personal information in the address book.
A user administrator can register/delete users in the address book or change
users’ personal information.
Users registered in the address book can also change and delete their own in-
formation. If any of the users forget their password, the user administrator
can delete it and create a new one, allowing the user to access the machine
again.
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Authentication and its Application
12
2
❖Machine Administrator
This is the administrator who mainly manages the machine’s default settings.
You can set the machine so that the default for each function can only be spec-
ified by the machine administrator. By making this setting, you can prevent
unauthorized people from changing the settings and allow the machine to be
used securely by its many users.
❖Network Administrator
This is the administrator who manages the network settings. You can set the
machine so that network settings such as the IP address and settings for send-
ing and receiving e-mail can only be specified by the network administrator.
By making this setting, you can prevent unauthorized users from changing
the settings and disabling the machine, and thus ensure correct network op-
eration.
❖File Administrator
This is the administrator who manages permission to access stored files. You
can specify passwords to allow only registered and permitted users to view
and edit files stored in Document Server. By making this setting, you can pre-
vent data leaks and tampering due to unauthorized users viewing and using
the registered data.
❖Supervisor
The supervisor can delete an administrator’s password and specify a new one.
The supervisor cannot specify defaults or use normal functions. However, if
any of the administrators forget their password and cannot access the machine,
the supervisor can provide support.
User
Users are managed using the personal information in the machine’s address
book.
By enabling user authentication, you can allow only people registered in the ad-
dress book to use the machine. Users can be managed in the address book by the
user administrator.
Reference
For details about registering users in the address book, see General Settings
Guide, the SmartDeviceMonitor for Admin Help, or the Web Image Monitor
Help.
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The Management Function
13
2
The Management Function
The machine has an authentication function requiring a login user name and lo-
gin password. By using the authentication function, you can specify access limits
for individual users and groups of users. Using access limits, you can not only
limit the machine’s available functions but also protect the machine settings and
files and data stored in the machine.
Important
❒If you have enabled [Administrator Authentication Management], make sure not to
forget the administrator login user name and login password. If an adminis-
trator login user name or login password is forgotten, a new password must
be specified using the supervisor’s authority.
❒Be sure not to forget the supervisor login user name and login password. If
you do forget them, a service representative will to have to return the ma-
chine to its default state. This will result in all data in the machine being lost
and the service call may not be free of charge.
Reference
For details, see p.127 “Supervisor Operations”.
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Authentication and its Application
14
2
About Administrator Authentication
There are four types of administrator: user administrator, machine administra-
tor, network administrator, and file administrator.
1. User Administrator
This administrator manages personal in-
formation in the address book. You can
register/delete users in the address book
or change users’ personal information.
2. Machine Administrator
This administrator manages the ma-
chine’s default settings. It is possible to
enable only the machine administrator to
set deta security for copying, log deletion
and other defaults.
3. Network Administrator
This administrator manages the network
settings. You can set the machine so that
network settings such as the IP address
and settings for sending and receiving e-
mail can be specified by the network ad-
ministrator only.
4. File Administrator
This administrator manages permission
to access stored files. You can specify
passwords for Locked Print files stored in
the Document Server so only authorized
users can view and change them.
5. Authentication
Administrators must enter their login
user name and password to be authenti-
cated.
6. This machine
7. Administrators manage the ma-
chine’s settings and access limits.
For details about each administrator,
see p.11 “Administrators”.
AYJ002S
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