Oce im4512 User manual

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Contents
Introduction ...........................................................................................................................1
When the data security kit is installed...................................................................................3
●Restrictions on tandem copying and tandem printing......................................................3
●Security settings in the Web page ...................................................................................4
ADMINISTRATOR SETTINGS ..............................................................................................5
●ADMINISTRATOR SETTINGS LIST................................................................................5
●Using the administrator settings ......................................................................................5
●SECURITY SETTINGS ...................................................................................................5
●PRODUCT KEY.............................................................................................................11
Introduction
The ZB3500990 adds a security function to the Océ Digital Multifunctional System. When
the copy function, printer function, network scanner function, or fax function of an Océ
Digital Multifunctional System with the security function is used, the image data that is
generated for the job is encrypted, and when the job is finished, the encrypted data is
immediately erased from memory.
Note:
To ensure that the data security function of the data security kit provides maximum security,
please observe the following:
● The administrator plays an important role in maintaining security. Exercise appropriate care
in selecting the person that will assume the job of administrator for the data security kit.
●Be sure to change the administrator password immediately each time a new person takes
over as administrator.
●Change the administrator password on a regular basis (at least once every 60 days).
●During the procedure for changing the administrator password, the current administrator
password and new administrator password appear in the display. Be sure to complete the
procedure promptly.
●Do not select a number for the administrator password that can be easily guessed.
●The administrator settings are very important for security management. If it becomes
necessary to leave the machine during use of the administrator settings, be sure to press
the [CA] key to exit the administrator settings. The administrator of the machine should
inform users that they are not to access the administrator settings without permission.
●The customer bears responsibility for control of documents copied and faxes received
using the data security kit.
●Even when the data security kit is installed, note that fax data in the public memory box
used by the facsimile expansion kit (ZB3500590) can be read.
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■About passwords for the Web page
If incorrect "user" and/or "admin" passwords are entered a total of three times in a row
when attempting to access the Web pages of a machine that has the data security kit
installed, access to pages that require entry of the "user" or "admin" password will be
prohibited for 5 minutes.
NOTE
Some of the procedures for operating the machine change when the data security kit is
installed. The "OPERATION MANUAL (for general information and copier operation)"
explains the procedures for operating the machine when the data security kit is not
installed. This manual explains the changes to those procedures when the data security
kit is installed.
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When the data security kit is installed
When the data security kit is installed, the following icon
appears on the touch panel. Touch the icon ( ) to view
information on the data security kit version.
When the data security kit is installed, data remaining in the machine is automatically
erased after each copy and fax job.
When data clearing begins, the following message appears for 6 seconds*.
* The duration of the message display can
be changed with the administrator setting,
"MESSAGE TIME SETTING". (See page
10 of the administrator settings guide.)
Restrictions on tandem copying and tandem printing
Tandem copying and tandem printing operate as shown below based on the configuration of
the server machine and client machine (whether or not the data security kit is installed).
NOTE
If the machine power is turned off before jobs are finished, the data may not be
completely erased. If you do not wish to leave partially cleared data when the power is
turned off, it is recommended that you use the administrator setting, "CLEAR ALL
MEMORY" (page 6 of this manual), to complete data clearing before turning off the
power.
Client machine
Data security kit: Yes Data security kit: No
Server
machine
Data security kit:
Ye s
The tandem function can
be used. Data is cleared
from both the server and
client machines.
The tandem function
cannot be used.
Data security kit:
No
The tandem function can
be used. Data is cleared
from the client machine.
The regular tandem
function can be used.
DATA IS BEING CLEARED.
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Security settings in the Web page
When the machine is used as a network printer and the Pull Print function is used, the data
security kit enables authentication of the user by means of a "USER NAME" and
"PASSWORD". (The Pull Print function allows a file on a previously stored FTP server to be
printed directly from the operation panel of the machine without using the printer driver; see
"Directly printing a file on an FTP server" on page 5-7 of the "OPERATION MANUAL (for
printer)".)
User authentication is enabled by selecting the "Enable User Authentication" checkbox in
the machine's Web page for Pull Print function settings. (This checkbox appears when the
data security kit is installed, and is initially selected (a checkmark appears)).
System requirements and the procedure for accessing the Web page containing this
checkbox are explained in "REMOTE OPERATION VIA A NETWORK" on page 5-2 of the
"OPERATION MANUAL (for printer)". The checkbox appears in the screen shown in step 2
of "■ Storing an FTP server" on page 5-7 of the "OPERATION MANUAL (for printer)".
■Procedure for directly printing a file on an FTP server when
user authentication is enabled
Your user name and password must be entered following selection of the FTP server that
contains the file to be printed from the touch panel of the machine.
When the FTP server is selected in step 3 of "■ Printing a file on an FTP server from the
operation panel of the machine" on page 5-7 of the "OPERATION MANUAL (for printer)",
a screen will appear prompting you to enter your user name and password for the FTP
server.
Press the [USER NAME] key to enter your user name and the [PASSWORD] key to
enter your password. A letter entry screen will appear in each case. When you have
finished entering your user name/password, touch the [OK] key.
After entering your user name and password, continue from step 4 on page 5-8 of the
"OPERATION MANUAL (for printer)".
USER NAME
PASSWORD
OKCANCEL
ENTER THE USER NAME AND PASSWORD FOR FTP SERVER.
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ADMINISTRATOR SETTINGS
Among the administrator settings used by the administrator for the data security kit, this
section explains the settings that are related to the security function.
The following explanations assume that the machine has the printer, fax, and network
scanner functions.
ADMINISTRATOR SETTINGS LIST
Using the administrator settings
Follow the procedure on pages 4 and 5 of the administrator settings guide to configure the
settings in the administrator settings.
When the data security kit is installed, entry of the administrator password will be prohibited
for 5 minutes if an incorrect administrator password is entered 3 times in a row.
For explanations of each of the settings, see the following pages.
SECURITY SETTINGS
When the data security kit is installed, settings related to security (with the exception of
[SSL SETTINGS] and [ENABLE IPsec]) are added to the settings that appear when the
[SECURITY SETTINGS] key is touched.
The security settings menu consists of several screens.
Touch the key in the lower right corner of the screen to move to the next screen.
Setting name
Page Setting name Page
SECURITY SETTINGS
CLEAR ALL MEMORY 6 SETTING FOR PRINT-HOLD
DISABLING 9
CLEAR ALL DATA IN JOB STATUS
JOBS COMPLETED LIST
7 DISABLING OF LIST PRINT 10
CLEAR ADDRESS BOOK DATA/
IMAGE SEND REGISTERED DATA
7JOB STATUS JOBS COMPLETED
LIST DISPLAY SETTINGS 10
NUMBER OF TIMES DATA
CLEAR IS REPEATED 8 DISABLING RESEND KEY 11
POWER UP AUTO CLEAR 8 RELEASE THE LOCK ON PRINT-
HOLD DATA MANIPULATION 11
NUMBER OF TIMES POWER UP
AUTO CLEAR PROGRAM IS
REPEATED
8
PRODUCT KEY
NUMBER OF TIMES AUTO
CLEAR AT JOB END PROGRAM
IS REPEATED
9 DATA SECURITY KIT 11
SSL SETTINGS
ENABLE IPsec
CLEAR ALL MEMORY
OK
SYSTEM SETTINGS
SECURITY SETTINGS
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CLEAR ALL MEMORY
This setting is used to manually clear all data from the memory of the machine.
Note, however, that the following types of data are not cleared with this setting. Use the
"CLEAR ADDRESS BOOK DATA/IMAGE SEND REGISTERED DATA" setting on page 7 to
clear the following types of data
●INDIVIDUAL/GROUP/PROGRAM/RELAY BROADCAST MEMORY BOX*
●SENDER CONTROL LIST
●POLLING MEMORY/CONFIDENTIAL MEMORY BOX*
●SENDER DATA
● ALLOW/REJECT RECEPTION SETTING DATA (INCLUDING POLLING PASSCODE NUMBER)
●FORWARD INFORMATION
* The image data stored in the MEMORY BOX is cleared to execute this setting (CLEAR
ALL MEMORY).
Touch the [CLEAR ALL MEMORY] key. The following screen appears asking you to confirm
your selection ("YES" or "NO").
[Clear screen 1]
●To return to the "SECURITY SETTINGS"
menu screen, touch the [NO] key.
●To clear all memory, press the [YES] key.
"PLEASE WAIT." appears, and then the
following screen is displayed.
[Clear screen 2]
●While data clearing takes place, the
percentage of data cleared and the number of
repetitions is displayed.
●When the data has been cleared, the power
briefly turns off and then automatically turns
on again.
NOTE
In the event that the data security kit or the machine with the data security kit installed
will be disposed of or ownership will change, the administrator should be sure to run this
setting. When running the setting, the administrator should not leave the machine until it
has been verified that data clearing has been completed.
If you wish to cancel after data clearing has begun
Touch the [CANCEL] key. The administrator password entry screen will appear. Enter
the administrator password with the numeric keys. As soon as the correct administrator
password is entered, data clearing will stop and the power will turn off briefly and then
turn back on automatically. Note that any data cleared prior to entry of the administrator
password will not be restored (this data is lost).
CLEAR ALL MEMORY.
(EXCLUSIVE OF ADDRESS BOOK/
SENDER LIST DATA.)
NO YES
100%50%0%
(50.0%) (1/1 time)
CLEARING ALL MEMORY. AUTO REBOOT IS
IMPLEMENTED AFTER CLEARING.
CANCEL
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CLEAR ALL DATA IN JOB STATUS JOBS COMPLETED LIST
This setting is used to clear all data (printer user names, fax/image send destinations, and
received fax sender information) from the list that appears when "COMPLETE" is selected
in the job status screen (page 1-15 of the "OPERATION MANUAL (for general information
and copier operation)"). To clear the data, touch the [CLEAR ALL DATA IN JOB STATUS
JOBS COMPLETED LIST] key. A message asking you to confirm the clear ("YES" or "NO")
will appear. Touch the [YES] key to begin clearing the selected data. During clearing,
progress will be shown as a percentage together with the number of repetitions. When data
clearing is finished, the power of the machine will turn off temporarily and then turn on again
automatically.
CLEAR ADDRESS BOOK DATA/IMAGE SEND REGISTERED DATA
This setting is used to clear the items indicated below, which cannot be cleared or initialized
using the "CLEAR ALL MEMORY" setting (page 6) or "RESTORE FACTORY DEFAULTS"
(page 15 of the "ADMINISTRATOR SETTINGS GUIDE") setting.
●INDIVIDUAL/GROUP/PROGRAM/RELAY BROADCAST MEMORY BOX
●SENDER CONTROL LIST
●POLLING MEMORY/CONFIDENTIAL MEMORY BOX
●SENDER DATA
●ALLOW/REJECT RECEPTION SETTING DATA (INCLUDING POLLING PASSCODE
NUMBER)
●FORWARD INFORMATION
Select the checkboxes of the items that you wish to clear. (There are two screens. Touch the
or key to move between the screens.) To clear the data, touch the [CLEAR] key. A
message asking you to confirm the clear ("YES" or "NO") will appear. Touch the [YES] key
to begin clearing the selected data. During clearing, progress will be shown as a percentage
together with the number of repetitions. When data clearing is finished, the power of the
machine will turn off temporarily and then turn on again automatically.
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NUMBER OF TIMES DATA CLEAR IS REPEATED
This setting is used to enhance the security function. The number of times data clearing is
repeated when "CLEAR ALL MEMORY", "CLEAR ALL DATA IN JOB STATUS JOBS
COMPLETED LIST", or "CLEAR ADDRESS BOOK DATA/IMAGE SEND REGISTERED
DATA" is executed can be set to any number from 1 to 7. The factory setting is 1.
Touch the [NUMBER OF TIMES DATA CLEAR IS REPEATED] key, and set the desired
number of times with the or key.
When finished, touch the [OK] key.
(See "About the repeat setting" on page 9 of this manual.)
POWER UP AUTO CLEAR
This setting is used to automatically clear all data in the machine when the power switch is
turned on. The following selections are available for the data to be cleared: "DATA AREA
FOR JOB PROCESSING (INCLUDING HOLD PRINT DATA)", "JOB STATUS JOBS
COMPLETED LIST". Select the checkboxes of the data that you wish to have automatically
cleared when the power switch is turned on. (There are two screens. Touch the or
key to move between the screens.) After selecting the data to be cleared, touch the [OK]
key.
No checkboxes are initially selected.
NUMBER OF TIMES POWER UP AUTO CLEAR PROGRAM IS REPEATED
This setting is used to enhance the security function. The number of times "POWER UP
AUTO CLEAR" is repeated can be set to any number from 1 to 7. The factory setting is 1.
Touch the [NUMBER OF TIMES POWER UP AUTO CLEAR PROGRAM IS REPEATED]
key, and set the desired number of times with the or key.
When finished, touch the [OK] key.
(See "About the repeat setting" on page 9 of this manual.)
NOTE
When there is a stored image send job (fax, or network scanner)*, automatic clearing
will not take place when the power is turned on.
* This includes received faxes that have not yet been printed; however, it does not
include data in a fax memory box (except confidential memory box).
If you wish to cancel after data clearing has begun
See the explanations in "Clear screen 2" and "If you wish to cancel after data clearing
has begun" in "CLEAR ALL MEMORY" on page 6 of this manual.
NOTE
This setting is only enabled when the "POWER UP AUTO CLEAR" checkbox is
selected.
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NUMBER OF TIMES AUTO CLEAR AT JOB END PROGRAM IS
REPEATED
This setting is used to enhance the security function. The number of times auto clear is
repeated after each job is printed or transmitted can be set to any number from 1 to 7. The
factory setting is 1.
Touch the [NUMBER OF TIMES AUTO CLEAR AT JOB END PROGRAM IS REPEATED]
key, and set the desired number of times with the or key.
When finished, touch the [OK] key.
SETTING FOR PRINT-HOLD DISABLING
This program can be used to prohibit the storage of print jobs that are not protected by a
pass code when the print hold job function of print mode is used. The program can also be
used to prohibit the printing of print jobs that do not use the print hold job function.
• [FILES WITHOUT PASS CODE ARE NOT ALLOWED FOR STORE JOBS]
To prohibit the storage of print jobs that are not protected by a pass code, touch the
[FILES WITHOUT PASS CODE ARE NOT ALLOWED FOR STORE JOBS] checkbox so
that a checkmark appears.
When this function is enabled, print hold jobs that do not have a pass code will not be
stored in the machine. To use the print hold job function, configure the [Pass Code]
setting in the [Retention Settings] of the printer driver (page 4-20 of the OPERATION
MANUAL (for printer)).
The factory default setting is enabled (a checkmark appears).
• [DISABLING OF PRINT JOBS OTHER THAN PRINT-HOLD JOB]
If a printed document is left on an output tray after being printed in printer mode, it is
possible that another person might take the document and leak sensitive information.
This program is used to disable all print jobs other than print jobs that require printing to
be initiated from the operation panel of the machine. To prohibit jobs that are not print
hold jobs, touch the [DISABLING OF PRINT JOBS OTHER THAN PRINT-HOLD JOB]
checkbox so that a checkmark appears. To print a job when this program is enabled,
select "Hold Only" in the "Retention" field of the printer driver and then execute the print
command. To print a print job that is held using this setting, call up the stored job from
the operation panel of the machine and perform the "HOLD JOB LIST" procedure of the
print hold job function (page 7-2 of the OPERATION MANUAL (for printer)). When
printing is performed using the "Hold After Print" or "Sample Print" setting, the job will
not be printed. Instead it will be held and can be printed using the same method as
when "Hold Only" is selected.
The factory default setting is disabled (a checkmark does not appear).
About the repeat setting
When the repeat setting (number of repetitions) is increased to enhance the security
function, the time required for data clearing increases. It is recommended that you
select repeat settings for "NUMBER OF TIMES DATA CLEAR IS REPEATED",
"NUMBER OF TIMES POWER UP AUTO CLEAR PROGRAM IS REPEATED", and
"NUMBER OF TIMES AUTO CLEAR AT JOB END PROGRAM IS REPEATED" that are
suitable for your security needs and conditions of use.
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DISABLING OF LIST PRINT
This setting is used to disable printing of any of the following lists that are printed using
"LIST PRINT" in the system settings (page 2-14 of "OPERATION MANUAL (for general
information and copier operation)").
"ALL CUSTOM SETTING LIST", "SENDING ADDRESS LIST", "SENDER CONTROL LIST"
Select the checkboxes of the lists for which you wish to disable printing and then touch the
[OK] key.
JOB STATUS JOBS COMPLETED LIST DISPLAY SETTINGS
This setting is used to select whether or not the job list that appears when "COMPLETE" is
selected in the job status screen is displayed (page 1-15 of the "OPERATION MANUAL (for
general information and copier operation)"). (The setting can be selected separately for
"PRINT JOB", "SCAN TO", and "FAX JOB" modes.) The JOBS COMPLETED list stores and
displays printer mode user names, fax/image send destinations, and received fax sender
information. If you do not wish to display this information for security reasons, use this
setting to disable display of the list.
For each of the modes, if you do not wish to display the "COMPLETE" key that is used to
display the JOBS COMPLETED list, remove the checkmark. To have the key displayed,
make sure a checkmark appears. When finished, touch the [OK] key.
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DISABLING RESEND KEY
This setting is used to disable display of the [RESEND] key, which is used to transmit to the
last destination transmitted to. To disable display of the [RESEND] key, touch the checkbox
so that a checkmark appears. When the [RESEND] key is disabled, it will not appear in the
main screens of fax mode and scanner mode (page 1-4 of the Facsimile Expansion Kit
(ZB3500590) manual and page 1-11 of the "OPERATION MANUAL (for image send)").
(Normally the key appears in these screens.)
This function is initially disabled.
RELEASE THE LOCK ON PRINT-HOLD DATA MANIPULATION
This program can only be used when there are print hold jobs that are locked because an
incorrect pass code was entered. To release all locked print hold jobs, touch the [RELEASE]
key in the "RELEASE THE LOCK ON PRINT-HOLD DATA MANIPULATION" screen. When
there are no locked jobs, the [RELEASE THE LOCK ON PRINT-HOLD DATA
MANIPULATION] key in the "SECURITY SETTINGS" menu screen is grayed out.
PRODUCT KEY
To initially enable the security function, you must use a administrator setting to enter the
product key (password). The name of the administrator setting used for this purpose is
"DATA SECURITY KIT". Please ask your dealer for the product key.
Touch the [DATA SECURITY KIT] key, enter the product key with the numeric keys, and then
touch the [ENTER] key.
●If an incorrect number is entered...
A message will appear instructing you to check the product key number again.
●If the correct number is entered...
A message will appear instructing you to turn the power off and then on. Touch the [OK]
key when you have finished reading the message. Turn first the power switch off. The
security function will be enabled when the power is turned on again.
Once the security function is enabled, the [DATA SECURITY KIT] key will no longer
appear in the product key entry screen.
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FCC Regulations state that any unauthorized changes or modifications to
this equipment not expressly approved by the manufacturer could void the
user's authority to operate this equipment.
This device complies with Part 15 of the FCC Rules. Operation is
subject to the following two conditions: (1) This device may not cause
harmful interference, and (2) this device must accept any interference
received, including interference that may cause undesired operation.
WARNING:
For users in the USA
This Class A digital apparatus complies with Canadian ICES-003.
Cet appareil numérique de la classe A est conforme à la norme NMB-003 du
Canada.
Note:
This equipment has been tested and found to comply with the limits for a
Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are
designed to provide reasonable protection against harmful interference when
the equipment is operated in a commercial environment. This equipment
generates, uses, and can radiate radio frequency energy and, if not installed
and used in accordance with the instruction manual, may cause harmful
interference to radio communications. Operation of this equipment in a
residential area is likely to cause harmful interference in which case the user
will be required to correct the interference at his own expense.
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