Konica Minolta BIZHUB PRO 920 User manual

Security
User’s Guide
• Security Functions
• Enhanced Security Mode
• Protect and Delete Data After Use
• User Authentication in Enhanced Security Mode
• HDD Store Function in Enhanced Security Mode
• Administrator Security Functions

bizhub PRO 920
Security
User’s Guide
The Control Software version is as follows.
(This software consists of Image control program and Controller control pro-
gram.)
Image control program (Image Control l1) version: 10-0000 or later
Controller control program (IP Control P) version: 10-0000 or later
About the Firmware version display function:
The bizhub PRO 920 Control Software (Image control program / Controller
control program) version mentioned above can be confirmed by using the
service representative (CE) service mode firmware version display function.
When you display the firmware version, the Image control program and Con-
troller control program versions will be displayed as follows.
Image control program (Image Control l1) version:
2 digits + 4 zeros following the hyphen (Ex: 10-0000)
Controller control program (IP Control P) version:
2 digits + 4 zeros following the hyphen (Ex: 10-0000)
Please keep this in mind when checking the software version.

ACKNOWLEDGEMENTS:
-KONICA MINOLTA, KONICA MINOLTA Logo and the essentials of imag-
ing are registered trademarks or trademarks of KONICA MINOLTA
HOLDINGS, INC.
-bizhub PRO is a registered trademark or trademark of KONICA MINOLTA
BUSINESS TECHNOLOGIES, INC.
Copyright © 2005 KONICA MINOLTA BUSINESS TECHNOLOGIES, Inc.
EXEMPTION
-No part of this manual may be used or duplicated without permission.
-Manufacturer and Sales Company will have no liability for any influences
caused by using the printing system and this User’s Guide.
-The information written in this User’s Guide is subject to change without
prior notice.

Composition of User’s Guide
This machine is provided with the following user’s guides as printed matters.
*bizhub PRO 920 User’s Guide - Copier
This guide describes an outline of the machine and copy operations.
Please refer to this guide for safety information, turning on/off the machine,
paper supply, dealing with machine trouble such as paper jam, and copy op-
eration available on the machine.
* bizhub PRO 920 User’s Guide - POD Administrator’s Reference
This guide provides you with detailed information about the machine man-
agement and how to customize the machine according to your daily use.
Please refer to this guide for a setup and management of the machine includ-
ing copy paper setting, tray setting, and a network setup.
* bizhub PRO 920 User’s Guide - Network Scanner
This guide describes the operation of the network scanner function equipped
for the machine as standard.
Please refer to this guide for full information on storing data (Scan to HDD,
Scan to E-Mail, Scan to FTP, Scan to SMB) or reading data.
* bizhub PRO 920 User’s Guide - Security <This book>
This guide describes the security functions.
Please refer to this guide for how to use the Enhanced Security mode, and
for detailed machine operation in Enhanced Security mode.
To operate safely, be sure to read “Section 1 Safety Information” in “bizhub
PRO 920 User’s Guide - Copier” before using the machine.

Contents
1 Security Functions ............................................................1
2 Enhanced Security Mode .................................................3
2.1 Description of Enhanced Security mode ............................................3
2.2 Data protected by Enhanced Security mode .....................................4
2.3 Display when Enhanced Security mode is ON ...................................5
3 Protect and Delete Data After Use ..................................7
4 User Authentication in Enhanced Security Mode ..........8
4.1 Description of user authentication .....................................................8
4.2 To register a new user .........................................................................9
4.3 To change a user data ........................................................................14
4.4 To delete a user ..................................................................................18
4.5 To change password by user ............................................................21
5 HDD Store Function in Enhanced Security Mode ........26
5.1 Store the data in a Box while Copying ..............................................26
5.2 Store scanned data in a Box ..............................................................30
5.3 Recall/Delete data in a Box ...............................................................35
5.4 Output data in the Secure Box ..........................................................40
6 Administrator Security Functions..................................44
6.1 Turn Enhanced Security mode ON/OFF ...........................................44
6.2 HDD lock password ............................................................................47
6.3 Print audit log ......................................................................................53
6.4 Analyze audit log ................................................................................57
6.5 Table of items saved in audit log ......................................................58
7 Index.................................................................................61

Security Functions 1
bizhub PRO 920 1
1 Security Functions
The bizhub PRO 920 device has two security modes.
Normal mode
Use this mode if the machine is used by a single person and there is a low
possibility of illicit access and operations. This is the default mode when
shipped from the factory. To use regular mode, please see the use’s guide
for each individual machine.
Enhanced Security mode
Use this mode if the machine is connected to a local area network, or to ex-
ternal networks through a telephone line or other means. An Administrator
manages the device according to this user’s guide, so that users can have a
safe operating environment.
Your administrator is the only one who can turn the Enhanced Security mode
ON and OFF, and make other changes, and your service representative will
designate an administrator.
To turn the Enhanced Security mode ON, the service representative should
set a CE authentication password and Administrator password for the de-
vice.
If IC-203 is not installed, you cannot set the Enhanced Security Mode to ON.
The Enhanced Security mode cannot be turned ON when the Machine NIC
is activated. Please contact your service representative when using the En-
hanced Security mode.
Enhanced Security mode is recommended to prevent data from being ac-
cessed or tampered with.
Environments in which Enhanced Security mode is recommended
-The device is connected to an local network, the Internet through a fire-
wall, or the external telephone line for maintenance.
-The device is monitored by a telephone line or a network.

1Security Functions
2 bizhub PRO 920
Creating a secure environment
For security, we recommend that supervisors and an administrator use En-
hanced Security mode and establish an environment as follows.
-Where to set up the device
Set up the device in a place where only designated personnel can oper-
ate it.
-User training
The administrator must provide training and information to users to main-
tain the security of the device. Users should keep passwords set up by
the administrator, and a password that they set up on their own in a se-
cure place.
The administrator is supposed to give the instructions for releas-
ing the authentication function to a user when creating a Box for
that user, therefore the user should perform to release the authen-
tication function when machine operation is completed.
-Qualifications to be an administrator
A supervisor must select a reliable person who has adequate knowledge,
technical ability, and experience as an administrator, to whom to dele-
gate administration of the device.
-Guarantee of service representative (CE)
A supervisor or an administrator can use Enhanced Security mode after
confirming that a service contract was signed with the service represent-
ative (CE).
Clearly state in the service contract that the service representative will not
engage in any fraudulent actions.
-Secure LAN
We recommend that you use an apparatus such as WEP code (802.11×)
to prevent tapping during communication when setting up a local area
network.

Enhanced Security Mode 2
bizhub PRO 920 3
2 Enhanced Security Mode
2.1 Description of Enhanced Security mode
The following items will have enhanced security.
-Protect and delete used data in memory and on the HDD
There are two kinds of image data that will be saved in memory and on
the HDD: AHA compressed data and uncompressed data (TIFF and PDF
formats). Memory and HDD areas containing the AHA compressed data
is freed up when data is deleted. However in normal mode data is not
completely deleted so it could be read through illicit means. In the En-
hanced Security mode, data will be completely cleared before freeing up
image areas.
Regardless of the data type (compressed or uncompressed), the image
area in memory and on the HDD where the data has been saved will be
freed up after it is completely overwritten by the data disrelated to the im-
age data.
-Enhanced password
The password is made up of 8 to 64 alphanumerical characters (case
sensitive).
If a wrong password is entered, attempts to re-try cannot be made for five
seconds.
-Machine NIC setting
When the Enhanced Security mode is ON, the Machine NIC cannot be
used.
-Access to the Box with a password
Set up a system that requires users to input an enhanced password as
described above, to save data or to print data saved in the Box on the
HDD.
If an enhanced password is set up as above, security will be improved
when saving scanned data in the Box. No one other than the machine
manager can delete the Box or Personal Folder in which scanned data is
saved, and changing the Box’s attributes requires authentication with the
enhanced password. In addition, authentication will be required to use
scanned data saved in the Box.
-External access prohibited
No access is allowed over telephone lines other than CS Remote Care.
-Create, save and analyze an audit log
A history of security function operations will be created and saved. Date
and time, information identifying the person who made the operation, de-
tails of the operation, and results of the operation will be saved, enabling
analysis of unauthorized access. This log will be overwritten if the audit
area is depleted.

2Enhanced Security Mode
4 bizhub PRO 920
-Administrator authentication
A service representative will set up an authentication data for an admin-
istrator.
The administrator must input a password to gain authorized access. Only
one authentication string can be registered per machine.
-Administrator Setting mode
If the Administrator Setting mode has been entered by successful admin-
istrator authentication, the setting change of various machine functions
will be available on the machine.
Be sure to exit the Administrator Setting mode if you leave in front of the
machine while using the Administrator Setting mode.
2.2 Data protected by Enhanced Security mode
Data protected by Enhanced Security mode (for users) is as follows.
-Data saved in the Personal Folder (with a password)
The following data administered by the administrator will also receive en-
hanced protection.
-User data
-Data controlling the machine
Data that is not protected in Enhanced Security mode
When the machine is connected to PCs on a local network, passwords input
in PCs are not subject to Enhanced Security mode.
To turn Enhanced Security mode ON/OFF
The administrator can turn Enhanced Security mode ON/OFF.
If Enhanced Security mode is OFF, data can potentially be accessed, so be
careful.
If data is accessed in Enhanced Security mode, the administrator may not
notice until he/she analyzes the audit log. Be careful when the administrator
is absent for a long time.

Enhanced Security Mode 2
bizhub PRO 920 5
2.3 Display when Enhanced Security mode is ON
The Administrator can turn Enhanced Security mode ON/OFF.
!
Detail
To turn Enhanced Security mode ON/OFF, see Security Administrator
Operation on page 44.
When Enhanced Security mode is ON, the enhanced security icon [ ] will
appear on the Copy/Box/Scanner Basic Screens.
Copy Basic Screen
Box Basic Screen

2Enhanced Security Mode
6 bizhub PRO 920
Scanner Basic Screen
Check the Enhanced Security icon on each Basic Screen to see if Enhanced
Security mode is ON or OFF.

Protect and Delete Data After Use 3
bizhub PRO 920 7
3 Protect and Delete Data After Use
Data from each mode (copy / scan / printer) will be temporarily saved in
memory or on the HDD, and it will be deleted unless it is moved to a Box.
Data is compressed using a special method, so it cannot be decompressed
externally.
When deleting compressed data, a part of it will be destroyed or overwritten
to prevent decompression.
-Data saved temporarily in memory will be overwritten by unavailable data
(NA) when the job is interrupted or ended.
-Data saved in several areas of memory will be overwritten simultaneous-
ly.
-Data in the Box will be overwritten when a delete order is issued.
-If data is sent externally, it will be overwritten when the transmission is
complete.
-If the administrator issues a delete order for each Box, it will be overwrit-
ten.

4User Authentication in Enhanced Security Mode
8 bizhub PRO 920
4 User Authentication in Enhanced Secu-
rity Mode
4.1 Description of user authentication
In Enhanced Security mode, setting up password conditions will be tougher
to improve security. The administrator should set up a user name and pass-
word required for user authentication, as this is an administrator operation.
User Name: 1 to 64 alphanumerical characters
Password: 8 to 64 alphanumerical characters (case sensitive)
If a wrong password is entered, attempts to re-try cannot be made for five
seconds.
2
Reminder
Do not use your name, birthday, employee number, etc. for a password
that others can easily figure out.
If a password set in normal mode is fewer than 8 characters or more than 64
characters, you cannot use it in Enhanced Security mode.
If this happens, contact the administrator to turn OFF Enhanced Security
mode, and set a new password following the above conditions.
Even after a successful access has been made, authentication with user
name and password will be required under the following conditions.
-The main power switch is turned off.
-The sub power switch is turned off.
-The [Access] on the control panel is pressed.
-The [Copy]/[Scan]/[Box] on the control panel is pressed, when the User/
Account Authentication Connect is turned on.
-The [Job List] on the touch panel is touched, when the User/Account Au-
thentication Connect is turned on.
-The auto reset function operates.

User Authentication in Enhanced Security Mode 4
bizhub PRO 920 9
!
Detail
When a user accesses a Box for which a password has been set in the
HDD, all authentication operations with password will be saved in an au-
dit log.
!
Detail
Initially, the user authentication is not available on the machine. To acti-
vate this function, the distribution number for each section should be
changed. For details, see the User's guide of POD Administrator's Refer-
ence.
4.2 To register a new user
Follow the procedure below to setup a new user name and password to be
required for user authentication in Enhanced Security mode.
!
Detail
Passwords are case sensitive.
If a wrong password or fewer than 8 alphanumerical characters are en-
tered and the [OK] is touched, the warning message “Password does not
match” will appear, and no key will work for five seconds. Enter the right
password after five seconds.
If authentication fails, the information will be saved in the audit log.
Procedure
1Press [Utility/Counter] on the
control panel.
The Utility Screen will be dis-
played.

4User Authentication in Enhanced Security Mode
10 bizhub PRO 920
2Touch [6 Administrator Setting].
The Input Administrator Password Screen will be displayed.
3Enter the password.
Use the touch screen keypad to enter the 8-digit Administrator pass-
word, then touch [OK].
The Administrator Setting Screen will be displayed.
4Touch [3 User Authentication/Account Track].
The User Authentication/Account Track Screen will be displayed.

User Authentication in Enhanced Security Mode 4
bizhub PRO 920 11
5Touch [3 User Authentication Setting].
The User Authentication Setting Screen will be displayed.
6Touch [New Register].
The New User Registration Screen will be displayed.

4User Authentication in Enhanced Security Mode
12 bizhub PRO 920
7Touch [User Number], [User Name], [Password], or [Account Name] to
display each subsequent screen, then make the desired setting.
– To enter the User Number, touch [User Number] on the New User
Registration Screen. Use the screen keypad on the popup menu to
enter the desired user number. Touch [OK] to return to the New
User Registration Screen.