Ricoh Aficio 3224C User manual

Paper type: OK Prince Eco G100(55kg), Paper Thickness=80 µm // Pages in book=160 // Print scale=81%
Gap (when printed at 81% scale) = Pages in book ×Paper thickness / 2 = 6.400000 mm
Operating Instructions Security Reference
B1567571A
Operating Instructions Security Reference
Operating Instructions
Security Reference
Read this manual carefully before you use this machine and keep it handy for future reference. For safe and correct use, be sure to read the Safety
Information in the "General Settings Guide" before using the machine.
Getting Started
Preventing Information Leaks
Preventing Unauthorized Use of Functions and Settings
Enhanced Network Security
Management Based on Authentication and Access Control
Specifying the Administrator/Security Functions
Troubleshooting
Appendix
Printed in China
EN USA
AE AE B156-7571A

Paper type: OK Prince Eco G100(55kg), Paper Thickness=80 µm // Pages in book=160 // Print scale=81%
Gap (when printed at 81% scale) = Pages in book ×Paper thickness / 2 = 6.400000 mm
Introduction
This manual contains detailed instructions and notes on the operation and use of this machine. For your
safety and benefit, read this manual carefully before using the machine. Keep this manual in a handy
place for quick reference.
Do not copy or print any item for which reproduction is prohibited by law.
Copying or printing the following items is generally prohibited by local law:
bank notes, revenue stamps, bonds, stock certificates, bank drafts, checks, passports, driver's licens-
es.
The preceding list is meant as a guide only and is not inclusive. We assume no responsibility for its
completeness or accuracy. If you have any questions concerning the legality of copying or printing cer-
tain items, consult with your legal advisor.
Important
Contents of this manual are subject to change without prior notice. In no event will the company be li-
able for direct, indirect, special, incidental, or consequential damages as a result of handling or oper-
ating the machine.
Trademarks
Microsoft®, Windows®and Windows NT®are registered trademarks of Microsoft Corporation in the
United States and/or other countries.
AppleTalk, EtherTalk, Rendezvous are registered trademarks of Apple Computer, Inc.
PostScript®and Acrobat®are registered trademarks of Adobe Systems, Incorporated.
PCL is a registered trademark of Hewlett-Packard Company.
Bluetooth is a Trademark of the Bluetooth SIG, Inc. (Special Interest Group) and licensed to Ricoh
Company Limited.
Other product names used herein are for identification purposes only and might be trademarks of their
respective companies. We disclaim any and all rights to those marks.
The proper names of the Windows operating systems are as follows:
• The product name of Windows®95 is Microsoft®Windows 95.
• The product name of Windows®98 is Microsoft®Windows 98.
• The product name of Windows®Me is Microsoft®Windows Millennium Edition (Windows Me).
• The product names of Windows®2000 are as follows:
Microsoft®Windows®2000 Advanced Server
Microsoft®Windows®2000 Server
Microsoft®Windows®2000 Professional
• The product names of Windows®XP are as follows:
Microsoft®Windows®XP Professional
Microsoft®Windows®XP Home Edition
• The product names of Windows Server™ 2003 are as follows:
Microsoft®Windows ServerTM 2003 Standard Edition
Microsoft®Windows ServerTM 2003 Enterprise Edition
Microsoft®Windows ServerTM 2003 Web Edition
• The product names of Windows NT®4.0 are as follows:
Microsoft®Windows NT®Server 4.0
Microsoft®Windows NT®Workstation 4.0
Notes
Some illustrations in this manual might be slightly different from the machine.
Certain options might not be available in some countries. For details, please contact your local dealer.
Copyright © 2005

i
Manuals for This Machine
The following manuals describe the operational procedures of this machine. For
particular functions, see the relevant parts of the manual.
Note
❒Manuals provided are specific to machine type.
❒Adobe Acrobat Reader / Adobe Reader is necessary to view the manuals as
a PDF file.
❒Two CD-ROMs are provided:
• CD-ROM 1 “Operating Instructions”
• CD-ROM 2 “Scanner Driver and Document Management Utility”
❖
❖❖
❖General Settings Guide
Provides an overview of the machine and describes System Settings (such as
Tray Paper Settings), Document Server functions, and troubleshooting.
Refer to this manual for Address Book procedures such as registering fax
numbers, e-mail addresses, and user codes.
❖
❖❖
❖Security Reference (this manual)
This manual is for administrators of this machine. It describes security func-
tions that the administrators can use to protect data from being tampered, or
prevent the machine from unauthorized use. Also refer to this manual for the
procedures for registering administrators, as well as setting user and admin-
istrator authentication.
❖
❖❖
❖Network Guide (PDF file - CD-ROM1)
Provides information about configuring and operating the printer in a net-
work environment or using software.
This manual covers all models, and therefore contains functions and settings
that may not be available for your model.
Images, illustrations, functions, and supported operating systems may differ
from those of your model.
❖
❖❖
❖Copy Reference
Describes operations, functions, and troubleshooting for the machine's copier
function.
❖
❖❖
❖Facsimile Reference <Basic Features>
Describes operations, functions, and troubleshooting for the machine's fac-
simile function.
❖
❖❖
❖Facsimile Reference <Advanced Features>
Describes advanced facsimile functions such as line settings and procedures
for registering IDs.
❖
❖❖
❖Printer Reference
Describes system settings, operations, functions, and troubleshooting for the
machine's printer function.
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ii
❖
❖❖
❖Scanner Reference (PDF file - CD-ROM1)
Describes operations, functions, and troubleshooting for the machine's scan-
ner function.
❖
❖❖
❖Manuals for DeskTopBinder Lite
DeskTopBinder Lite is a utility included on the CD-ROM labeled “Scanner
Driver and Document Management Utility”.
•DeskTopBinder Lite Setup Guide (PDF file - CD-ROM2)
Describes installation of, and the operating environment for DeskTop-
Binder Lite in detail. This guide can be displayed from the [Setup]display
when DeskTopBinder Lite is installed.
•DeskTopBinder Lite Introduction Guide (PDF file - CD-ROM2)
Describes operations of DeskTopBinder Lite and provides an overview of
its functions. This guide is added to the [Start]menu when DeskTopBinder
Lite is installed.
•Auto Document Link Guide (PDF file - CD-ROM2)
Describes operations and functions of Auto Document Link installed with
DeskTopBinder Lite. This guide is added to the [Start]menu when Desk-
TopBinder Lite is installed.
❖
❖❖
❖Other manuals
•PostScript3 Supplement (PDF file-CD-ROM1)
•UNIX Supplement (available from an authorized dealer, or as a PDF file on
our Web site)
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iii
TABLE OF CONTENTS
Manuals for This Machine ......................................................................................i
How to Read This Manual .....................................................................................1
1. Getting Started
Enhanced Security.................................................................................................3
Glossary .....................................................................................................................4
Security Measures Provided by this Machine.....................................................5
Preventing Information Leaks ....................................................................................5
Preventing Unauthorized Operation...........................................................................6
Enhanced Network Security.......................................................................................7
2. Preventing Information Leaks
Printing a Confidential Document ........................................................................9
Choosing a Locked Print file ......................................................................................9
Printing a Locked Print File ......................................................................................10
Deleting Passwords of Locked Print Files................................................................11
Unlocking Locked Print Files....................................................................................11
Deleting Locked Print Files ......................................................................................12
Specifying Access Permission for Stored Files ...............................................13
Assigning Users and Access Permission for Stored Files .......................................13
Assigning the User and the Access Permission for the User’s Stored Files ............15
Specifying Passwords for the Stored Files...............................................................17
Unlocking Files.........................................................................................................18
Preventing Data Leaks Due to Unauthorized Transmission............................19
Restrictions on Destinations.....................................................................................19
Protecting the Address Book .............................................................................21
Address Book Access Permission ...........................................................................21
Encrypting the Data in the Address Book ................................................................23
Overwriting the Data on the Hard Disk ..............................................................25
“Auto Erase Memory Setting”...................................................................................26
“Erase All Memory” ..................................................................................................28
3. Preventing Unauthorized Use of Functions and Settings
Preventing Modification of Machine Settings ...................................................31
Limiting Available Functions ..............................................................................32
Specifying Which Functions are Available ...............................................................32
4. Enhanced Network Security
Preventing Unauthorized Access.......................................................................35
Enabling/Disabling Protocols ...................................................................................35
Access Control .........................................................................................................36
Encrypting Transmitted Passwords...................................................................38
Driver Encryption Key ..............................................................................................38
Group Password for PDF files..................................................................................40
IPP Authentication Password...................................................................................41
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iv
Protection Using Encryption ..............................................................................42
SSL (Secure Sockets Layer) Encryption..................................................................43
User Settings for SSL (Secure Sockets Layer) ........................................................46
Setting the SSL / TLS Encryption Mode...................................................................47
SNMPv3 Encryption .................................................................................................49
5. Management Based on Authentication and Access Control
The Management Function .................................................................................51
Administrators and Users ...................................................................................52
Administrator ............................................................................................................52
User..........................................................................................................................53
Enabling Authentication......................................................................................54
Administrator Authentication ....................................................................................54
User Authentication..................................................................................................55
Authentication Information Stored in the Address Book.................................66
Specifying Authentication Information to Log on......................................................66
If User Authentication Has Been Specified .......................................................68
User Code Authentication (Using the Control Panel)...............................................68
User Code Authentication (Using a Printer Driver) ..................................................68
Login (Using the Control Panel) ...............................................................................68
Log Off (Using the Control Panel) ............................................................................69
Login (Using a Printer Driver)................................................................................... 69
Login (Using Web Image Monitor) ...........................................................................69
Log Off (Using Web Image Monitor) ........................................................................ 70
Auto Logout..............................................................................................................70
Menu Protect ........................................................................................................71
Menu Protect............................................................................................................71
6. Specifying the Administrator/Security Functions
The Roles of Administrators...............................................................................75
Administrator Authentication .............................................................................77
Administrator Authentication ....................................................................................78
Registering the Administrator...................................................................................80
Logging on Using Administrator Authentication .......................................................81
Logging off Using Administrator Authentication .......................................................82
Changing the Administrator......................................................................................83
Specifying the Extended Security Functions....................................................84
Changing the Extended Security Functions .............................................................84
Settings ....................................................................................................................85
Other Security Functions ....................................................................................89
Fax Function ............................................................................................................89
Limiting Machine Operation to Customers Only .............................................. 90
Settings ....................................................................................................................90
7. Troubleshooting
Authentication Does Not Work Properly ...........................................................93
A Message Appears.................................................................................................93
Machine Cannot Be Operated..................................................................................95
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v
8. Appendix
Operations by the Supervisor.............................................................................99
Logging on as the Supervisor ..................................................................................99
Logging off as the Supervisor ................................................................................100
Changing the Supervisor........................................................................................100
Resetting an Administrator’s Password .................................................................101
Machine Administrator Settings.......................................................................103
System Settings .....................................................................................................103
Copier Features .....................................................................................................105
Facsimile Features.................................................................................................105
Printer Features/Normal Operation ........................................................................106
Scanner Features...................................................................................................107
Settings via Web Image Monitor ............................................................................108
Settings via SmartDeviceMonitor for Admin...........................................................110
Network Administrator Settings .......................................................................111
System Settings .....................................................................................................111
Facsimile Features.................................................................................................112
Scanner Features...................................................................................................112
Settings via Web Image Monitor ............................................................................112
Settings via SmartDeviceMonitor for Admin...........................................................114
File Administrator Settings ...............................................................................115
System Settings .....................................................................................................115
Facsimile Features.................................................................................................115
Settings via Web Image Monitor ............................................................................115
User Administrator Settings .............................................................................117
System Settings .....................................................................................................117
Settings via Web Image Monitor ............................................................................117
Settings via SmartDeviceMonitor for Admin...........................................................118
The Available Functions for Using the Files Stored in Document Server....119
Settings That Can Be Specified In the Address Book............................................120
User Settings......................................................................................................123
Copier Features .....................................................................................................123
Printer Functions ....................................................................................................126
Scanner Features...................................................................................................128
Facsimile Features.................................................................................................128
System Settings .....................................................................................................131
Web Image Monitor Setting....................................................................................137
Functions That Require Options ......................................................................150
INDEX....................................................................................................... 151
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vi
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1
How to Read This Manual
Symbols
The following set of symbols is used in this manual.
R
WARNING:
This symbol indicates a potentially hazardous situation that might result in
death or serious injury when you misuse the machine without following the in-
structions under this symbol. Be sure to read the instructions, all of which are de-
scribed in the Safety Information section.
R
CAUTION:
This symbol indicates a potentially hazardous situation that might result in mi-
nor or moderate injury or property damage that does not involve personal injury
when you misuse the machine without following the instructions under this
symbol. Be sure to read the instructions, all of which are described in the Safety
Information section.
* The statements above are notes for your safety.
Important
If this instruction is not followed, paper might be misfed, originals might be
damaged, or data might be lost. Be sure to read this.
Preparation
This symbol indicates information or preparations required prior to operating.
Note
This symbol indicates precautions for operation, or actions to take after abnor-
mal operation.
Limitation
This symbol indicates numerical limits, functions that cannot be used together,
or conditions in which a particular function cannot be used.
Reference
This symbol indicates a reference.
[]
Keys that appear on the machine's display panel.
[]
Keys and buttons that appear on the computer's display.
{}
Keys built into the machine's control panel.
{}
Keys on the computer's keyboard.
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2
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3
1. Getting Started
Enhanced Security
This machine's security function can be enhanced through the management of
the machine and its users using the improved 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.75 “The Roles of Administrators”.
❖
❖❖
❖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
Administrators manage a specific area of machine usage, such as settings or
user registration.
There are four types of administrator: user administrator, network adminis-
trator, machine administrator, and file administrator. One person can act as
more than one type of administrator.
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
This is a user whose personal information is registered in the address book.
The registered user is the user who knows the login user name and password.
❖
❖❖
❖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.
❖
❖❖
❖Login
This action is required for administrator authentication and user authentica-
tion. 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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Security Measures Provided by this Machine
5
1
Security Measures Provided by this
Machine
Preventing Information Leaks
❖
❖❖
❖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.9 “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.13 “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.13 “Specifying Access Permission for Stored Files”.
❖
❖❖
❖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.19 “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.21 “Protecting the Address Book”.
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Getting Started
6
1
❖
❖❖
❖Overwriting the Data on the Hard Disk
You can overwrite data on the hard disk.
Reference
For details, see p.25 “Overwriting the Data on the Hard Disk”.
Preventing Unauthorized Operation
❖
❖❖
❖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.13 “Specifying Access Permission for Stored Files”.
❖
❖❖
❖Preventing Modification of Machine Settings
The machine settings that can be modified depend on the type of administra-
tor account.
Register the administrators so that users cannot change the administrator set-
tings.
Reference
For details, see p.31 “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.32 “Limiting Available Functions”.
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Security Measures Provided by this Machine
7
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.35 “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.38 “Encrypting Transmitted Passwords”.
❖
❖❖
❖Safer Communication Using SSL
When you access the machine using a Web browser or IPP, you can establish
encrypted communication using SSL. When you access the machine using an
application such as SmartDeviceMonitor for Admin, you can establish en-
crypted 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.42 “Protection Using Encryption”.
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Getting Started
8
1
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9
2. Preventing Information Leaks
Printing a Confidential Document
Depending on the location of the machine, it is difficult to prevent unauthorized
persons from viewing prints lying in the machine’s output trays. When printing
confidential documents, use the Locked Print function.
❖
❖❖
❖Locked Print
Using the printer’s Locked Print function, store files in the machine as Locked
Print files and then print them from the control panel and retrieve them im-
mediately, preventing others from viewing them.
Reference
If user authentication has been enabled, you must enter the login user
name and login password using the printer driver. For details see the
printer driver Help.
You can perform Locked Print even if user authentication is not enabled.
For details see Printer Reference.
Choosing a Locked Print file
Using the printer driver, specify a Locked Print file.
A
AA
AOpen the printer driver dialog box.
B
BB
BSet [Job type:]to [Locked Print].
C
CC
CClick [Details...].
D
DD
DEnter the user ID and password.
Note
❒The password entered here let you use the Locked Print function.
❒To print a Locked Print file, enter the same password on the control panel.
Limitation
❒Enter the user ID using up to 8 alphanumeric characters.
❒Enter the password using 4 to 8 numbers.
E
EE
EClick [OK].
A confirmation message appears.
F
FF
FConfirm the password by re-entering it.
G
GG
GClick [OK].
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Preventing Information Leaks
10
2
H
HH
HPerform Locked Print.
Reference
For details, see the printer driver Help.
Printing a Locked Print File
To print a Locked Print file, face the machine and print the file using the control
panel.
Preparation
For details about logging on with user authentication, see p.68 “Login (Using
the Control Panel)”.
For details about logging off with user authentication, see p.69 “Log Off (Us-
ing the Control Panel)”.
A
AA
APress the {
{{
{Printer}
}}
}key.
B
BB
BPress [Locked & Sample Print Job List].
C
CC
CPress [Locked Print Job List].
Only Locked Print files belonging to the user who has logged on appear.
D
DD
DSelect the Locked Print file to print.
E
EE
EPress [Print].
F
FF
FEnter the password for the stored file, and then press [OK].
Note
❒Enter the password specified in step Don p.9 “Choosing a Locked Print
file”.
G
GG
GPress [Yes].
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Printing a Confidential Document
11
2
Deleting Passwords of Locked Print Files
The password of a Locked Print file can be deleted by the file administrator.
A
AA
APress the {
{{
{Printer}
}}
}key.
B
BB
BPress [Locked & Sample Print Job List].
C
CC
CPress [Locked Print Job List].
D
DD
DSelect the file.
E
EE
EPress [Delete Password].
F
FF
FPress [Yes].
Unlocking Locked Print Files
If you specify “Enhance File Protection”, the file will be locked and become in-
accessible if an invalid password is entered ten times. This section explains how
to unlock files.
Only the file administrator can unlock files.
For details about “Enhance File Protection”, see p.84 “Specifying the Extended
Security Functions”.
A
AA
APress the {
{{
{Printer}
}}
}key.
B
BB
BPress [Locked & Sample Print Job List].
C
CC
CPress [Locked Print Job List].
D
DD
DSelect the file.
E
EE
EPress [Unlock File].
F
FF
FPress [Yes].
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Preventing Information Leaks
12
2
Deleting Locked Print Files
A Locked Print file can be deleted by the file creator (owner) or file administra-
tor.
Limitation
❒For the file creator (owner) to delete the Locked Print file, the file password is
required. If the file creator (owner) has forgotten the password, the file ad-
ministrator must delete the file.
A
AA
APress the {
{{
{Printer}
}}
}key.
B
BB
BPress [Locked & Sample Print Job List].
C
CC
CPress [Locked Print Job List].
D
DD
DSelect the file.
E
EE
EPress [Delete].
F
FF
FEnter the password of the Locked Print file, and then press [OK].
G
GG
GPress [Yes].
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