Kyocera TASKalfa 250ci User manual

Data Security Kit (E)
Operation Guide

1
Introduction
This Setup Guide explains the procedures for installing and operating the optional Data Security Kit (E)
(hereinafter called Security Kit) and the procedure for system initialization.
Instructions for General Users (for Both General Users and Administrators)
• Security Kit Functions ......................................................2
• Touch Panel Display after the Security Kit is Installed .....3
Instructions for Administrators (for Those in Charge of Installation and Operation of the
Security Kit)
• Installing the Security Kit..................................................5
• Changing Security Functions ...........................................6
• System Initialization .........................................................8
• Warning Message ............................................................9

2
Security Kit Functions
The security kit enables overwriting and encryption.
NOTE: If you install the security kit, Running security function... appears when the machine starts up and it
may take a while.
Overwriting
Multi-functional products (MFPs) temporarily store the data of scanned originals and print jobs, as well as other
data stored by users, in the hard disk, and the data is output from the hard disk for printing. As the data storage
area used for such data remains in the hard disk as is until it is overwritten by other data, the data stored here
remains restorable using special tools for undesirable use.
The security kit deletes and overwrites (hereinafter collectively referred to as overwrite(s)) the unnecessary data
storage area used for the output data or deleted data to ensure that data cannot be restored.
Overwriting is performed automatically, without user intervention.
CAUTION: When you cancel a job, the machine immediately starts overwriting the data that has been already
stored in the hard disk.
Overwrite Methods
There are two overwrite methods, which can be switched at any time.
Once Overwrite Method
Overwrite a target storage area of the hard disk (for overwriting) or entire hard disk (for system initialization) with
zeroes to disable data restoration.
3-time Overwrite Method (default)
Overwrite the same target storage area of the hard disk as mentioned above with a random pattern twice and
then with zeroes to prevent data restoration. This method with its higher degree of security makes data
restoration much more difficult than the Once Overwrite method even by a sophisticated restoration tool.
This method may take more time than Once Overwrite method to process a larger amount of data.
Encryption
MFPs store the data of scanned originals and other data stored by users in the hard disk. It means the data could
be possibly leaked or tampered with if the hard disk is stolen.
The security kit encrypts data before storing it in the hard disk. It guarantees higher security because no data
cannot be decoded by ordinary output or operations.
Encryption is automatically performed and no special procedure is required.
Instructions for General Users (for Both General Users and Administrators)

3
CAUTION: Encryption helps enhance security. However, the data stored in the Document Box can be decoded
by ordinary operations. Do not store any strictly confidential data in the Document Box.
Functions of Security Kit
Touch Panel Display after the Security Kit is Installed
Hard Disk Icon Display
In Security Mode, the security kit has been properly
installed and is running. The hard disk icon appears on
the lower right side of the touch panel in Security Mode.
NOTE: If the hard disk icon does not appear on the
normal screen, it is possible that the Security Mode is
not ON. Call service.
Security Kit
Printing
Copying
Send
Send
Print
Sending
Hard
disk
Save original data
and various settings
1. Overwrite unwanted area of data.
2. Encryption ( ) / Decoding ( )
Copy Image
Preview
Ready to copy. Copies
Color/
Image Quality
Org./Paper/
Finishing
Quick Setup Layout/Edit Advanced
Setup
Status 10/10/2008 10:10
Shortcut 1
Shortcut 4
Shortcut 3
Shortcut 2
Shortcut 6
Shortcut 5
Original
Zoom
Paper
100%
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:
:
:
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Staple/Punch
Off2 in 1
Combine
2-sided
>>2-sided
Duplex
Normal 0
DensityPaper
Selection
Auto
Zoom
100%
Place original.

4
The hard disk icon display changes as follows during overwriting
The table below shows the icons displayed and their descriptions.
CAUTION: Do not turn the main power switch off during overwriting (while and are displayed alternately).
It may crash the hard disk.
NOTE: If you turn the machine off at the main power switch during overwriting, data may not be overwritten
completely from the hard disk. Turn the machine back on at the main power switch. Overwriting automatically
resumes. If you accidentally turn the main power switch off during overwriting or initialization, the hard disk icon
might not switch to the second icon shown above. This would be caused by a possible crash or failed
overwriting of the data to be overwritten. This will not affect subsequent overwriting processes. However,
system initialization is recommended so as to return to normal stable operations. (Initialization should be
performed by the administrator following the steps in System Initialization on page 8.)
Icon displayed Description
There is unwanted data on the hard
disk.
Overwriting the unwanted data
The unwanted data is overwritten.

displayed alternately

5
Installing the Security Kit
The Security Kit Contents
The security kit package includes:
• License Certificate
• Installation Guide (for service personnel)
Before Installation
• The system will be initialized during installation of the security kit. This means that the data stored in the
hard disk will be all overwritten. Special attention should be given if you install the security kit on the MFP
currently used.
• The Repeat Copy function will be unavailable after the installation.
• [Adjustment/Maintenance] -> [System Initialization] will not be displayed in the System Menu after the
installation.
• [Data Security] will be added in the [System] of System Menu after the installation.
Installation
Installation of the security kit should be performed by the service personnel.
The only thing required by the administrator during the installation is to enter the encryption code.
Encryption Code
An encryption code of 8 alphanumeric characters (0 to 9, A to Z, a to z) to encrypt data needs to be entered. By
default, the code is set 00000000.
As an encryption key is then created from this code, it is safe enough to continue using the default code.
CAUTION: Be sure to remember the encryption code you entered. If you need to enter the encryption code
again for some reason and you do not enter the same encryption code, all the data stored on the hard disk will
be overwritten as a security precaution.
After Installation
After installing the security kit, you can change the security password as well as the method for overwriting the
entire hard disk.
The changes could be given as required, either at installation or later.
Refer to page 6 for the procedures.
Instructions for Administrators (for Those in Charge of Installation and
Operations of the Security Kit)

6
Changing Security Functions
Changing Security Password
Enter the security password to change security functions. You can customize the security password so that only
the administrator can use the security kit.
Use the procedure below to change the security password.
1Press the System Menu key.
2Press [System].
3If user login is disabled, the user authentication
screen appears. Enter your login user name and
password and then press [Login]. For this, you
need to log in with administrator privileges. Refer to
the machine's Operation Guide for the default login
user name and password.
4Press [Data Security].
5Enter the default security password, 000000.
6Press [Change] of Security Password.
7Press [Password] to enter a new security password
6 to 16 alphanumeric characters.
CAUTION: Avoid any easy-to-guess numbers for the
security password (e.g. 11111111 or 12345678).
8Press [Confirm Password] to enter the same
password again.
9Press [OK].
System - Security Password
Set password.
Enter new password, then re-enter it to confirm.
OKCancel
Password
Confirm
Password
10/10/2008 10:10
Status
# Keys
# Keys

7
Changing the Method for Overwriting the Entire Hard Disk
Change the method for overwriting the entire hard disk. Refer to Overwriting on page 2 for details.
NOTE: The overwrite methods are used both for overwriting and system initialization, and cannot therefore be
set individually.
Use the procedure below to select the interface.
1Press the System Menu key.
2Press [System].
3If user login is disabled, the user authentication
screen appears. Enter your login user name and
password and then press [Login]. For this, you
need to log in with administrator privileges. Refer to
the machine's Operation Guide for the default login
user name and password.
4Press [Data Security].
5Enter the security password. By default, the code is
set 000000.
6Press [Change] of Data Overwrite Method.
7Press [3-time Overwrite] (default) or
[Once Overwrite].
8Press [OK].
System - Data Overwrite Method
Cancel OK
Select data overwrite method.
3-time
Overwrite
Once
Overwrite
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Status

8
System Initialization
Overwrite all the data stored in the hard disk when disposing of the machine.
CAUTION: If you accidentally turn the main power switch off during initialization, the hard disk might possibly
crash or initialization might fail.
NOTE: If you accidentally turn the main power switch off during initialization, turn the main power switch on
again. Initialization automatically restarts.
Use the procedure below to initialize the system.
1Press the System Menu key.
2Press [System].
3If the user authentication screen appears, enter the
login user name and login password, and press
[Login].
If the user authentication screen does not appear,
go to Step 4.
4Press [Data Security].
5Enter the default security password, 000000.
6Press [Execute] of System Initialization.
7Press [Yes] on the screen to confirm the
initialization. Initialization starts.
8When the screen appears to show initialization is
completed, press the Power key, check that the
Power key and memory indicators are OFF, and
turn the main power switch off and then on.
System - Data Security
Data Overwrite Method: Change
Close
Execute
Security Password:
System Initialization:
10/10/2008 10:10
Status
Change
**********
Once Overwrite Method

9
Warning Message
If the encryption code information of the machine has been lost for some reason, the screen shown here appears
when the power is turned on.
Follow the steps below.
1Press [Encryption Code], and enter the encryption
code that was entered during the installation of the
security kit.
CAUTION: Even though entering a different
encryption code can also enable continuation of a job,
this will overwrite all the data stored in the hard disk.
Exercise extreme caution when entering an encryption
code.
The encryption code is not the same as the security
password.
2Press the Power key and confirm that the Power
key/indicator and the memory indicator are off.
After that, turn the main power switch off and on.
Enter the encryption code.
Status 10/10/2008 10:10
OK
********
Encryption
Code

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First edition 2009.1