Kyocera KM-C3225 User manual

Operation Guide
Manuel d’utilisation
Guía de uso
Einführung
Guida alle funzioni
Data Security Kit (D)

1-1
General User Information
General User Information
Table of Contents
Introduction .................................................................................... 1-1
Introduction
This operation guide contains information on the proper use of the Data
Security Kit (D) (hereinafter, Security Kit), as well as cautionary notes relating
to its use. Be sure to carefully read this operation guide before using the
Security Kit.
About The Security Kit
Overwriting
The machine to install this Security Kit (hereinafter, the machine) functions by
temporarily storing scanned data on an internal hard disk. Printing is performed
using this data. Even after the printing is completed, the data remains stored
on the hard disk until it is overwritten by other data. Therefore, there is a
possibility that confidential information will be leaked if special tools are used to
recover this remaining data.
The Security Kit overwrites old data - data that is not required - and data
storage area where the data has been deleted to ensure that data cannot be
recovered. Overwriting is performed automatically, without user intervention.
Data not Secured by Overwriting
The Security Kit secures data that is no longer required after printing or
deleted. This means that the responsibility for maintaining data before it is
printed or data that is stored before it is deleted lies with the user.
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1-2
General User Information
The data derived from the following functions must be administered by the
user.
• Document Management (Copy Function)
• Quick Copy (Printer Function)
• Proof and Hold (Printer Function)
• Private Print (Printer Function)
• Stored Job (Printer Function)
• Virtual MailBox (VMB) (Printer Function)
• Temporary code Job (Printer Function)
• Permanent code Job (Printer Function)
• FAX Function
Encrypting
The machine temporarily stores scanned data on a hard disk. If the hard disk is
stolen, there is a risk the data might be passed to unauthorized parties or
modified.
The Security Kit encrypts data stored on the hard disk, rendering it unreadable
for other than normal print operations.
Also, since this encryption process occurs automatically, no special operation
is required.

1-3
General User Information
Display during overwrite
Important! To avoid damaging the hard disk, do not turn the machine power off during
overwrite (while the hard disk icon is alternating between the two icons).
Note • If the machine power is turned off while overwriting is still in progress, any
data that has not yet been overwritten will remain on the hard disk. In this
case, overwriting should be re-started from the beginning when the
machine is turned on again.
• In rare cases after the machine power is turned off during overwrite, the
hard disk icon may not change to . This means that overwrite may not
be possible because data was corrupted during data overwriting. Though
the machine will be able to overwrite other old data after printing, contact
your administrator responsible for the machine operation and security to
restore the overwriting feature back to normal.
Icon display Details
The hard disk contains old data.
Alternating Old data is being overwritten.
Old data has been overwritten.
A4
Paper Size Set
Combine
Sheet
Margin/
Centering
Color func.FunctionUser choiceBas ic
A4
Plain
A3
Color
A4
Plain
A4
Plain
MP tray
Plain
APS Auto %
Reduce
％100
Expos ure
Auto
Staple
Staple
Left Top
Staple Off
％100
Expos ure
/EnlargeMode
Erase
Program
Ready to copy. ( Full-Color )
Hard disk icon

1-4
General User Information
Data to be overwritten
Data to be overwritten are as follows.
Data to be Encrypted
Note The Security Kit immediately overwrites the original document data stored onto
the hard disk when copying, scanning or printing is cancelled while processing.
Hard disk is not used with the FAX function.
Copy Function
The original document data of a copy which output is completed
The original document data stored through a document management
function and deleted by the user
The original document data stored in Synergy Print Box that is deleted
because the expiration date was reached
Printer Function (when optional hard disk is installed)
Post-output print data
Print data in the private print mode and virtual mailbox function when
output is completed
Quick Copy, proof and hold, and Private Print data (Deleted when
power is turned off and then back on again.)
Data deleted by the user using the Quick Copy, proof and hold, Private
Print, Stored Job, virtual mailbox, Temporary code Job, or Permanent
code Job function
Data deleted when maximum number of documents is exceeded by
Quick Copy, or proof and hold print data
Data deleted when storage capacity is exceeded by Temporary code
Job print data
Scanner Function
Scanned original document data
Copy/Scanner Function
Scanned original document data

1-5
Administrator Information
Administrator Information
Table of Contents
Introduction .................................................................................... 1-5
Security Kit Functions ................................................................... 1-9
Security Kit Installation Procedures .......................................... 1-14
Hard Disk Format ......................................................................... 1-17
Error Messages ............................................................................ 1-18
Introduction
This operation guide contains information on the proper use of the Data
Security Kit (D) (hereinafter, Security Kit), as well as cautionary notes relating
to its use. Be sure to carefully read this operation guide before using the
Security Kit. This operation guide also is intended for administrators
responsible for management and security of the The machine to install this
Security Kit (hereinafter, the machine). The administrator should store this
guide in a secure place.
Attachments
The Security Kit comes with the following items:
• Security key (attached to the machine by the service representative)
• Operation guide (this manual)
• Installation guide (for use by service representative)
About The Security Kit
Overwriting
This machine functions by temporarily storing scanned data on an internal hard
disk. Printing is performed using this data. Even after the printing is completed,
the data remains stored on the hard disk until it is overwritten by other data.
Therefore, there is a possibility that confidential information will be leaked if
special tools are used to recover this remaining data.
The Security Kit overwrites old data - data that is not required - and data
storage area where the data has been deleted to ensure that data cannot be
recovered. Overwriting is performed automatically, without user intervention.

1-6
Administrator Information
Data not Secured by Overwriting
The Security Kit secures data that is no longer required after printing or
deleted. This means that the responsibility for maintaining data before it is
printed or data that is stored before it is deleted lies with the user.
The data derived from the following functions must be administered by the
user.
• Document Management (Copy Function)
• Quick Copy (Printer Function)
• Proof and Hold (Printer Function)
• Private Print (Printer Function)
• Stored Job (Printer Function)
• Virtual MailBox (VMB) (Printer Function)
• Temporary code Job (Printer Function)
• Permanent code Job (Printer Function)
• FAX Function
Encrypted
This machine can temporarily store scanned data on a hard disk. If the hard
disk is stolen, there is a risk the data might be passed to unauthorized parties
or modified.
The Security Kit encrypts data stored on the hard disk, rendering it unreadable
for other than normal print operations.
Also, since this encryption process occurs automatically, no special operation
is required.
The Security Kit works on data on the machine internal hard disk but does not
secure any other type of data (such as data sent to other computers). Note that
data security is not guaranteed even if only one of the conditions required
for data security described below is not met.
Conditions Required for Data Security
The followings are required for fulfilling the validity of data security using the
Security Kit.
Dependable Administrator
A dependable administrator is required in the department to take responsibility
on security on the machine using this Security Kit.

1-7
Administrator Information
Safe Physical Location of Installation
The machine should be installed in a location which the accessibilities are
limited. This avoids unauthorized personnel to use the machine.
Dependable Service Representative
All maintenance activities must be performed by the service representative,
with the administrator in attendance.

1-8
Administrator Information
About Security Mode
Security mode refers to the machine status in which Security Kit has been
installed onto the machine and is operating normally. When security mode is
active, a hard disk icon is shown in the upper right corner of the touch panel.
When security mode is active, a hard disk icon is shown in the upper right
corner of the touch panel.
(The hard disk icon is displayed on the copy, printer and scanner function
screens).
Important! If a hard disk icon is not displayed on the screen of the copier, printer, and
scanner functions, it could mean that the machine is not in the security mode.
Contact your service representative.
Note You can determine the operational status of the overwrite function by
monitoring changes to the image of the hard disk icon. See page 1-11 Display
during overwrite for further details.
A4
Paper Size Set
Combine
Sheet
Margin/
Centering
Color func.FunctionUser choiceBas ic
A4
Plain
A3
Color
A4
Plain
A4
Plain
MP tray
Plain
APS Auto %
Reduce
％100
Expos ure
Auto
Staple
Staple
Left Top
Staple Off
％100
Expos ure
/EnlargeMode
Erase
Program
Ready to copy. ( Full-Color )
Hard disk icon

1-9
Administrator Information
Security Kit Functions
Overwrite Function
Function details
Overwrites old document data when copying or printing is completed.
Overwriting method
3-time Overwrite or Once Overwrite (See page 1-15 Step 3: Hard Disk
Overwrite for further details.)
Execution timing
Overwrites existing old document data after a job is completed.
Data to be overwritten
See page 1-12 Data to be overwritten for further details.
Overwrite-in-Progress Screen
The hard disk icon alternates between the two icons (See page 1-11
Display during overwrite for further details.)
Security Kit
Copy
Function
Scanner
Function
Printer
Function
Hard Disk
Sends to
computer
Output
1 Monitors the status of
operations, overwrites
old image data.
2 Formats the hard disk.
Temporarily
stores original
document data
Optional Hard Disk

1-10
Administrator Information
Encryption Function
Format Function
Overwriting Time
Differs depending on amount of data to overwrite.
Function details
Encrypts data stored on the hard disk
Execution timing
Encrypts original document data as it is written to disk decrypted when
outputting original document data.
Encrypted Data
See 1-13 Data to be Encrypted for further details.
Function details
Overwrites all data on the hard disk.
Overwriting method
3-time Overwrite or Once Overwrite (See page 1-15 Step 3: Hard Disk
Overwrite for further details.)
Execution timing
Execution through the operation panel (See page 1-17 Hard Disk
Format for further details.)
Data to be overwritten
See page 1-13 Data overwritten through the format function for
further details.
Overwrite-in-Progress Screen
Formatting Hard Disk is displayed.
Overwriting Time
See page 1-13 Time required to format for further details.

1-11
Administrator Information
Hard Disk Overwrite
You can select either of the following two methods to overwrite data:
Display during overwrite
Important! To avoid damaging the hard disk, do not turn the machine power off during
overwrite (while the hard disk icon is alternating between the two icons).
Once Overwrite
Overwrites the entire area used to store old document data with zeroes
to reject recovery of the data. The entire hard disk is overwritten with
zeroes during a format operation.
3-time Overwrite (Default)
Overwrites the entire area used to store old document data twice with a
random pattern and then a third and final time with zeroes. It takes
longer to execute than the Once Overwrite, but because even highly-
sophisticated recovery methods are unable to recover the data, this
method provides higher security. The area to be overwritten is the
same as for the Once Overwrite.
Icon display Details
The hard disk contains old data.
Alternating Old data is being overwritten.
Old data has been overwritten.
A4
Paper Size Set
Combine
Sheet
Margin/
Centering
Color func.FunctionUser choiceBas ic
A4
Plain
A3
Color
A4
Plain
A4
Plain
MP tray
Plain
APS Auto %
Reduce
％100
Expos ure
Auto
Staple
Staple
Left Top
Staple Off
％100
Expos ure
/EnlargeMode
Erase
Program
Ready to copy. ( Full-Color )
Hard disk icon

1-12
Administrator Information
Note • If the machine power is turned off while overwriting is still in progress, any
data that has not yet been overwritten will remain on the hard disk. In this
case, overwriting should be re-started from the beginning when the
machine is turned on again.
• In rare cases after the machine power is turned off during overwrite, the
hard disk icon may not change to . This means that overwrite may not
be possible because data was corrupted during data overwriting. Though
the machine will be able to overwrite and overwrite data that is not
required after it is printed, the hard disk will need to be re-formatted in
order to restore overwriting to normal. (See page 1-17 Hard Disk Format.)
Data to be overwritten
Data to be overwritten are as follows.
Copy Function
The original document data of a copy which output is completed
The original document data stored through a document management
function and deleted by the user
The original document data stored in Synergy Print Box that is deleted
because the expiration date was reached
Printer Function (when optional hard disk is installed)
Post-output print data
Print data in the private print mode and virtual mailbox function when
output is completed
Quick Copy, proof and hold, and Private Print data (Deleted when
power is turned off and then back on again.)
Data deleted by the user using the Quick Copy, proof and hold, Private
Print, Stored Job, virtual mailbox, Temporary code Job, or Permanent
code Job function
Data deleted when maximum number of documents is exceeded by
Quick Copy, or proof and hold print data
Data deleted when storage capacity is exceeded by Temporary code
Job print data
Scanner Function
Scanned original document data

1-13
Administrator Information
Data to be Encrypted
Note The Security Kit immediately overwrites the original document data stored onto
the hard disk when copying, scanning or printing is cancelled while processing.
Hard disk is not used with the FAX function.
Data overwritten through the format function
Data overwritten through the format function are as follows.
Time required to format
Time required to format are as follows.
Copy/Scanner Function
Scanned original document data
Copy Function
Job Accounting data
Original document data stored with the document management
function
Printer Function (when optional hard disk is installed)
Data stored in Stored Job mode
Program data
Optional font
Macro data
Scanner Function
Common book
Overwriting method Formatting time
Once Overwrite Max 0.5 hours
3-time Overwrite Max 1.5 hours

1-14
Administrator Information
Security Kit Installation Procedures
Step 1: Preparation
Security Kit installation
The Security Kit is installed by service representative.
Precautions for Security Kit installation
• The repeat copy function becomes prohibited.
• The Delete Invalid Data menu is replaced by the Format Hard Disk menu.
• All original document data saved on the hard disk is overwritten.
Precautions for installing the security kit on a machine already in
production
After installing the Security Kit, you must format all hard disks.
Step 2: Changing the Management code
The management code must be entered to use the Security Kit. Changing the
management code prevents everyone except the administrator from using the
Security Kit. The management code is eight digits long when using security
mode.
Important! Avoid using a management code that is easily guessed, such as 11111111 or
12345678.
Note You can change the management code within the range of 00000000 to
99999999.
Be sure to use eight digits.
1Press the System Menu/Counter key.
2Press the Machine Default key.
3Use the numeric keys to enter the management code. The default setting is
25002500 for the 25/20 cpm model and 32003200 for the 32/25 and 32/32 cpm
models.
4Press and keys to select Change Management Code and press
Change # key.

1-15
Administrator Information
5Enter the new management code using the numeric keys.
6Press the Close key.
Step 3: Hard Disk Overwrite
Selects the hard disk overwrite. See page 1-11 Hard Disk Overwrite for
further details.
Note Note that it does not apply to overwrite and formatting individually.
1Press the System Menu/Counter key.
2Press the Machine Default key.
3Use the numeric keys to enter the management code. The default setting is
25002500 for the 25/20 cpm model and 32003200 for the 32/25 and 32/32 cpm
models.
4Select Hard Disk Overwrite from the left side setting field, and press the
Change # key.
5Press 3-time Overwrite or Once Overwrite.
6Press the Close key.
Management code change Back Close
Mac hine Def aultSystem Menu
Change the management code.
-
Use the numeric keys to set 8 digit numbers.
27451172
Clear
Hard Disk Overwrite Back Close
Mac hine Def ault
Select the hard disk overwrite.
Once
System Menu
3-time
Overwrite
Overwrite
-

1-16
Administrator Information
Step 4: Changing Hard Disk Encryption Key
Change the encryption key
1Press System Menu/Counter key.
2Press Machine default key.
3Press and keys to select HDD Encryption Key and press Change #
key.
4Press Change # for the Encryption Key.
5Input the 16 character encryption key and press End key. Returns to the HDD
Encryption Key screen.
6To ensure that the key has been input correctly, press Change # key of
Confirm Encryption Key, enter the same key again, and press End key.
Returns to the HDD Encryption Key screen.
7Press the Close key.
8Press Yes key when a confirmation dialog appears.
All original document data saved on the hard disk is overwritten. When
overwriting is complete, the screen returns to the System Menu/Counter
screen.
Clos eHDD Encryption Key Back
Change #
Change #
Encryption Key
:Confirm Encryption Key
Changes the key to encrypt data. Enter 16 digits.
Changing the key will cause data to be overwritten.
:
Sys tem Menu Mac hine Def ault-
Stop
Yes
The encryption key will be changed. Changing the key
will cause data stored in the Hard Disk to be overwritten.
No
Are you s ure?

1-17
Administrator Information
Hard Disk Format
Format the hard disk when disposing of the machine or the hard disk to
overwrite the hard disk data. See page 1-10 Format Function for further
details.
Important! To avoid damaging the hard disk, do not turn the power off while formatting the
hard disk. If the formatting is not completed, there is a possibility of data being
recovered from the hard disk and information being leaked.
Note • The Security Kit re-starts formatting the Hard Disk when power is turned of
and then on.
• If the optional hard disk is installed, the hard disk is also formatted.
1Press the System Menu/Counter key.
2Press the BOX Management key.
3Use the numeric keys to enter the management code. The default setting is
25002500 for the 25/20 cpm model and 32003200 for the 32/25 and 32/32 cpm
models.
4Press the On key under Format Hard Disk (on the right side of the touch
panel).
5When you prompted to confirm formatting, press the Yes key. Formatting
begins.
6After formatting is completed, turn off the Main Switch and unplug the Power
Cord.
Clos e
HDD management mode
HDD management mode
System Menu
Check Hard Disk capacity
Check the free space and capacity
of the Hard Disk.
On
Format Hard Disk
Overwrite data on the Hard Disk.
Data cannot be restored.
On

1-18
Administrator Information
Error Messages
Contact your service representative or authorized service center if any of the
following messages are displayed.
Message Details
Security key is not recognized.
Not available.
Security key is not connected
properly or is damaged.