Ricoh Aficio 350 User manual

350/450 Series
Operating Instructions
Security Reference
For safety, please read this manual carefully before you use this product and keep it
handy for future reference.

Introduction
This manual contains detailed instructions on the operation and maintenance of this machine. To get
maximum versatility from this machine all operators should carefully read and follow the instructions in
this manual. Please keep this manual in a handy place near the machine.
Please read the Safety Information in the Copy Reference manual before using this machine. It con-
tains important information related to USER SAFETY and PREVENTING EQUIPMENT PROBLEMS.
Important
Parts of this manual are subject to change without prior notice. In no event will the company be liable
for direct, indirect, special, incidental, or consequential damages as a result of handling or operating
the machine.
Warning:
Use of controls or adjustment or performance of procedures other than those specified in this manual
might result in hazardous radiation exposure.
Trademarks
Microsoft®, Windows®and Windows NT®are registered trademarks of Microsoft Corporation in the
United States and/or other countries.
AppleTalk, Apple, Macintosh, Mac and TrueType are registered trademarks of Apple Computer, Incor-
porated.
Other product names used herein are for identification purposes only and might be trademarks of their
respective companies. We disclaim any and all rights in those marks.
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.

i
TABLE OF CONTENTS
ISO15408 Security Capability.................................................................... 1
1.Security Settings
Operating Conditions................................................................................. 3
Operating Environment .................................................................................. 3
Key Operator Settings.................................................................................... 4
User Settings.................................................................................................. 5
Security Functions of This Machine ......................................................... 6
Protection of Documents Temporarily Saved in the Memory of This Machine .... 8
Scanning the Original in Copier, Scanner or Document Server Mode........... 8
Canceling a Transmission While the Original is Being Scanned (Facsimile) ....... 8
Canceling a Print Job ................................................................................... 11
Resetting this machine................................................................................. 11
Protecting Documents Stored in the Document Server ....................... 12
Scanning in Document Server mode ........................................................... 13
Scanning in Copy mode ............................................................................... 20
Scanning in Scanner Mode .......................................................................... 24
Storing from Printer Driver ........................................................................... 31
Scanning in Facsimile Mode ........................................................................ 44
Sending a Stored File................................................................................... 49
Printing Stored Documents .......................................................................... 53
Locked Print.............................................................................................. 56
Printing a Locked Print File .......................................................................... 56
Deleting Locked Print Files .......................................................................... 57
Personal Boxes......................................................................................... 59
Printing Personal Box Messages ................................................................. 59
Key Operator Tools (for Administrator) ................................................. 61
Programming/Changing Key Operator Code ............................................... 62
Display Password with Stored File............................................................... 62
Delivery Server IP Address .......................................................................... 63
Programing/Editing Personal Boxes ............................................................ 63
Cautions When Using Security Modes................................................... 67
Key Operator Settings.................................................................................. 67
User Settings................................................................................................ 67
INDEX......................................................................................................... 68

ii

1
ISO15408 Security Capability
The security mode of imagio Neo 350/450 series are compliant with ISO/IEC
15408 (level:EAL3) standards. Users requiring security control must use this ma-
chine in security mode.
Unauthorized copying and access through customer networks reduces docu-
ment security. Confidential documents should be protected using security
modes.
To enable security modes, contact an engineer through your sales or service rep-
resentative.
Refer to the version of software in the following table to see if the products you
are using are certified models or not. Contact your sales or service representative
to check which version of software is installed on the machine.
Certified Version
System/Copy 5.23 Printer Application 3.02
NIB 1.79 Scanner Application 2.24
Net File Application 2.19
Remote Fax Application 5.20.1
Fax Application 5.21.0 FCU Dver 07.00.00

2

3
Security Settings
Operating Conditions
This machine has two modes: normal,
and security-enhanced mode. “Secu-
rity Functions of This Machine” are
available only in security mode.
Security modes operate on the
premise that the machine is used un-
der the following conditions:
Operating Environment
• This machine is used normally (i.e.
it is not damaged, modified or
lacking components).
• When connected to a network, this
machine is protected from unau-
thorized access and attacks such as
packet wiretapping.
• The machine is managed by a person
who has carefully read and under-
stood the operating instructions for
this machine and can ensure mainte-
nance and safe operation by general
users.
Note
❒
Customer engineers dispatched from
Ricoh Company, Ltd. and affiliated
companies are instructed to maintain
user information security. Key opera-
tors can ask customer engineers to ob-
serve the maintenance procedure.
❒
Ricoh Company, Ltd. and affiliated
companies manage the CSS centers
(or Ricoh service centers ) that pro-
vide maintenance services via tele-
phone lines.
❒CSS centers (or Ricoh service cen-
ters) manage each user's informa-
tion very carefully.
In General Office
• The machine is located in a room
and connected to a telephone line
or an internal network.
• Entry is restricted so that unautho-
rized persons cannot use this ma-
chine.
• A firewall prevents unauthorized
external access.
In Public Facilities
• The machine is monitored by facility
personnel.
• The machine is connected to tele-
phone line but not to a network.
Document Server mode is disabled.

Security Settings
4
Key Operator Settings
•The machine is not protected from
illegal operations using networks
such as wiretapping. Users need to
take general measures to prevent
unauthorized access to user net-
works.
•This machine is not protected from
physical attacks such as removing
or exchanging the hardware incor-
rectly. Users need to take general
measures to prevent physical at-
tacks.
•After relocating the machine or
power outage, check the following
to ensure machine security:
•"Security" is displayed on the
control panel.
•The Key Operator Code is pro-
grammed using an eight-digit
number.
•[All Initial Settings]is selected for
the applicable range of the Key
Operator Code.
•[OFF]is selected under [Display
Password with Stored File].
•Use the display to check the securi-
ty modes are working properly.
When the machine is operating in
security modes, the date/time and
“Security”are alternately dis-
played in the top right-hand cor-
ner of the display. For details
about how to operate this machine
in security modes, ask your sales
or service representative.
•Program a Key Operator Code to
prevent unauthorized persons
from making or changing User
Tools settings. Program the Key
Operator Code using 8 digits with
the number keys, and then select
[All Initial Settings].
Note
❒When choosing a Key Operator
Code, do not use multiple repe-
titions of the same number such
as “00000000”or sequences such
as “12345678”. These kinds of
codes can be guessed easily. Us-
ing such codes will reduce secu-
rity.
Reference
See "Key Operator Code", "Key
Operator Tools 1/2" in the Sys-
tem Settings manual.
•To view a password for a docu-
ment stored in the document serv-
er, press [Display Password with
Stored File], and then select [ON].
Make sure to select [OFF]after
viewing the password.
If [ON]is left selected after viewing
the password, security is not guar-
anteed.
Note
❒When choosing a password for
the Personal Box, do not use
multiple repetitions of the same
number such as “0000”or se-
quences such as “1234”. These
kinds of codes can be guessed
easily. Using such codes will re-
duce security.
Reference
See "Display Password with
Stored File", "Key Operator
Tools 2/2" in the System Set-
tings manual.

Operating Conditions
5
User Settings
•Enter passwords discreetly. If you
note a password on paper, keep it
hidden from other people.
•Register a user name for a docu-
ment stored in the document serv-
er to identify creator or type, but
not to protect the document from
other people.
•When the machine is operating in
security modes, the date/time and
“Security”are alternately dis-
played in the top right-hand cor-
ner of the display. For details
about how to operate this machine
in security modes, ask your sales
or service representative.
Note
❒When choosing a password for a
document stored in the document
server or the locked print, do not
use multiple repetitions of the
same number such as “0000”or se-
quences such as “1234”. These
kinds of passwords can be guessed
easily. Using such codes will re-
duce security.

Security Settings
6
Security Functions of This Machine
This machine provides the following
security functions:
❖
❖❖
❖Protection of documents temporarily
saved in memory (in Copier, Facsimi-
le, Printer, Scanner and Document
Server modes)
Deleted data is not reused. It is not
available to other users.
If you push {
{{
{Clear Modes}
}}
}key in
stopped copy process, you can de-
lete temporarily saved documents
scanned in Copier, Facsimile or
Scanner mode and data sent to the
printer (this machine).
❖
❖❖
❖Protection of documents stored in the
document server
You can attach a password to a
document stored in the document
server. Printing, delivery and fax
transmission of documents is not
possible unless the password is en-
tered. Your documents are thereby
protected from unauthorized ac-
cess.
Note
❒
If you enter a password incorrect-
ly, an error message will ap-
pear:”Password entered is not
correct”. Press [
Exit
], and then en-
ter the password again. When the
machine is operating in security
modes, if you enter an incorrect
password three times consecu-
tively, document access will be
denied. You will be unable to ac-
cess the document even if you
subsequently enter the password
correctly. Once document access
is refused, even if you subse-
quently enter the correct pass-
word, the message “Password
entered is not correct”will ap-
pear. To release the lock, turn off
the main power switch, and then
turn it on to re-enter.
❖
❖❖
❖Protection of documents printed with
the Locked Print function (Printer
mode)
When using Locked Print, printing
is not possible unless a password is
entered using the control panel.
Your documents are safe from be-
ing viewed by other people.
Note
❒If you enter a password incor-
rectly, an error message will ap-
pear:”Password entered is not
correct”. Press [Exit], and then
enter the password again. When
the machine is operating in se-
curity modes, if you enter an in-
correct password three times
consecutively, document access
will be denied. You will be un-
able to access the document
even if you subsequently enter
the password correctly. Once
document access is refused,
even if you subsequently enter
the correct password, the mes-
sage “Password entered is not
correct”will appear. Turning
off the main power switch will
delete the document awaiting
printing. To release the lock,
you have to send the print job
from your computer again.

Security Functions of This Machine
7
❖
❖❖
❖Protection of received documents
stored in a Personal Box (Facsimile
mode)
Printing documents stored in a
Personal Box is not possible unless
a password is entered using the
control panel. Your documents are
safe from being viewed by other
people.
Note
❒If you enter a password incor-
rectly, an error message will ap-
pear:”Password entered is not
correct”. Press [Exit], and then
enter the password again. When
the machine is operating in se-
curity modes, if you enter an in-
correct password three times
consecutively, personal box ac-
cess will be denied. You will be
unable to access the box even if
you subsequently enter the
password correctly. Once docu-
ment access is refused, even if
you subsequently enter the cor-
rect password, the message
“Password entered is not cor-
rect”will appear. To release the
lock, turn off the main power
switch, and then turn it on to re-
enter.
❖
❖❖
❖Key Operator Tools
You can program a Key Operator
Code so that only authorized oper-
ators can change security settings.
❖
❖❖
❖Protection from unauthorized tele-
phone line access
Protection from unauthorized tele-
phone line access Only faxes and
CSS/Ricoh service cent communi-
cations are accepted. Dial-up and
other forms of telephone line ac-
cess are barred.
Reference
"Using CSS (CUSTOMER SUP-
PORT SYSTEM)" in the Copy
Reference

Security Settings
8
Protection of Documents Temporarily
Saved in the Memory of This Machine
Documents scanned in Copier, Fac-
simile or Scanner mode or data sent
from a printer driver for printing are
temporarily saved in memory. You
can delete documents or data to avoid
unauthorized printing.
Completing a process correctly, Used
image data in the process will not
printing in next operation (copying,
printing, facsimile transmit , scan-
ning).
Scanning the Original in
Copier, Scanner or Document
Server Mode
A
AA
APress the {
{{
{Clear/Stop}
}}
}key.
The machine will stop storing the
original and the data will not be
sent.
B
BB
BPress [Stop].
Canceling a Transmission
While the Original is Being
Scanned (Facsimile)
Canceling a transmission after press-
ing the {
{{
{Start}
}}
}key.
Canceling a transmission using the
[Change/Stop TX File]
A
AA
APress the {
{{
{Clear/Stop}
}}
}key.
The machine will stop storing the
original and the data will not be
sent.

Protection of Documents Temporarily Saved in the Memory of This Machine
9
Canceling a Transmission While the
Message is Being Sent
Use this procedure to cancel a trans-
mission after the original has been
scanned.
Limitation
❒If transmission finishes while you
are carrying out this procedure, it
will not be canceled.
Note
❒If you cancel a message while it is
being sent, transmission is halted
as soon as you finish this proce-
dure. However, some pages of
your message may have already
been sent and will be received at
the other end.
Reference
For details, see "Canceling a Mem-
ory Transmission" in the Facsimile
Reference <Basic Features>
A
AA
APress [Change/Stop TX File].
The list of programed files being
transmitted or a waiting transmis-
sion is displayed.
B
BB
BSelect the file you want to cancel.
C
CC
CPress [Stop Transmission].
Note
❒To cancel another file, repeat
steps Band C.
D
DD
DPress [Exit].
The machine will return to standby
mode.

Security Settings
10
Canceling a transmission using the
{
{{
{Clear/Stop}
}}
}key
A
AA
APress the {
{{
{Clear/Stop}
}}
}key.
B
BB
BSelect the file you want to cancel.
C
CC
CPress [Stop Transmission].
Note
❒To cancel another file, repeat
steps Band C.
D
DD
DPress [Exit].
The machine will return to standby
mode.

Protection of Documents Temporarily Saved in the Memory of This Machine
11
Canceling a Print Job
A
AA
APress the {
{{
{Printer}
}}
}key on the ma-
chine's control panel.
B
BB
BPress [Job Reset]on the display
panel.
A message appears on the display
panel indicating that the print job
is being canceled.
Important
❒This procedure cancels the print
job that is being processed by
the machine. In some cases, the
machine may already be pro-
cessing data for the next print
job following the one currently
being output. In this case, the
next print job is also canceled
when you press [Job Reset].
❒When the machine is being
shared by multiple computers,
be careful not to accidentally
cancel someone else's print job.
Note
❒You cannot stop printing data
that has already been processed
internally by the machine. Be-
cause of this, printing may con-
tinue for a few pages after you
press [Job Reset].
❒A print job that contains a large
volume of data may take con-
siderable time to stop.
❒
Because of memory overflow, print
que will delete automatically.
Resetting this machine
When this machine stops by jam, pro-
ceed this process.
A
AA
APress the {
{{
{Clear Modes}
}}
}key on the
machine's control panel.

Security Settings
12
Protecting Documents Stored in the
Document Server
You can attach a password to a docu-
ment stored in the document server.
Printing, delivery and fax transmis-
sion of documents is not possible un-
less the password is entered. Your
documents are thereby protected
from unauthorized access.
Note
❒Once you have entered a correct
password, the desired document is
selected (highlighted). When a job
is finished but the document is left
selected, people without the pass-
word can also print or delete it.
When you have finished printing
or deleting a document, make sure
to press the key of that document
again, or the [Clear/Stop]key to un-
select the document. If you have
selected several documents, make
sure you press the [Clear Modes]
key to deselect them.
❒Frequently check the display panel
to see whether the machine is in se-
curity mode or not. When the ma-
chine is operating in security
mode, the date/time and “Securi-
ty”appear alternately in the top
right-hand corner of the display.
For details about how to operate
this machine in security mode, ask
your sales or service representa-
tive.
❒If you enter a password incorrect-
ly, an error message will ap-
pear:”Password entered is not
correct”. Press [Exit], and then en-
ter the password again. When the
machine is operating in security
modes, if you enter an incorrect
password three times consecutive-
ly, document access will be denied.
You will be unable to access the
document even if you subsequent-
ly enter the password correctly.
Once document access is refused,
even if you subsequently enter the
correct password, the message
“Password entered is not correct”
will appear. To release the lock,
turn off the main power switch,
and then turn it on to re-enter.
However, access attempts for oth-
er documents are still accepted.
❒Once you have entered an incor-
rect password, it takes longer
(more than one minute) than usual
before the machine is ready for op-
eration after power on.

Protecting Documents Stored in the Document Server
13
Scanning in Document Server
mode
Reference
For details, see "Scanning in Docu-
ment Server mode" in the Copy
Reference manual.
A
AA
APress the {
{{
{Document Server}
}}
}key.
The "Select Files to Print" display
appears.
B
BB
BPress the [Scan Original].
The "Scan Original" display appears.
C
CC
CEnter a file name, user name, or
password if necessary.
Note
❒If you do not wish to register a
file name, go to step D.
❒If you do not register a file
name, it is stored automatically.
❒The security is not guaranteed if
no password is entered.
To set the file name
APress the [File Name].
BEnter the new file name using
the letter keys on the display
panel.
Reference
For information about how
to input characters, see the
System Settings manual.
CPress the [OK].

Security Settings
14
To set the user name
APress the [User Name].
BEnter the new user name using
the letter keys on the display
panel.
Note
❒If you want to enter non-reg-
istered name, press the [Non-
registered Name], then enter
the new user name.
CPress the [OK].
To set the password
APress the [Password].
BEnter the password using the
number keys (4 digits).
Note
❒To change the number en-
tered, press the [Clear]or
{
{{
{Clear/Stop}
}}
}key and enter a
new number.
❒The security is not guaran-
teed if no password is en-
tered.
CPress the [OK]or {
{{
{#}
}}
}key.
D
DD
DSet your originals either on the
exposure glass or into the docu-
ment feeder.
E
EE
EMake any desired settings.
Note
❒
Press the [
Scanning Finished ]to
cancel the file name, password, or
print settings and return to the
"Select Files to Print" display.

Protecting Documents Stored in the Document Server
15
F
FF
FPress the {
{{
{Start}
}}
}key.
The document is saved in the Doc-
ument Server. The saved docu-
ments are displayed on the "Select
Files to Print " display.
Note
❒If you have set your originals on
the exposure glass, press the
[Scanning Finished]after all orig-
inals have been scanned. The
"Select Files to Print" display ap-
pears.
❒
To stop scanning, press the {
{{
{Clear/Stop}
}}
}
key.
❒To resume the paused scanning
job, press the [Resume]in the
confirmation dialog box. To de-
lete the saved images and cancel
the job, press the [Cancel].
❒When storing a password,
appears on the left side of the
file name.
G
GG
GPress the [Scanning Finished].
To change the file name, user
name, or password
APress the line of the document
whose file name, user name, or
password you want to change.
BIf you select a document which
requires a password, the "In-
put the Password" window ap-
pears. Input the password
using the number keys, then
press the [OK].
CPress the [File Management].

Security Settings
16
DPress the [Change User Name],
[Change File Name], or [Change
Password].
EEnter the new file name, user
name, or password using the
letter keys or number keys.
FPress the [OK].
Printing Saved Documents
You can print any of the documents
saved in the Documents Server.
Follow these steps to select a docu-
ment and print it out.
Reference
For details, see "Printing Saved
Document" in the Copy Reference
manual.
A
AA
APress the {
{{
{Document Server}
}}
}key.
The "Select Files to Print" display
appears.
B
BB
BPress the line for the document
you want to print.
The selected line is highlighted.
Note
❒If you cannot choose the desired
document by its name, you can
print the first page to check the
contents. Press the line for the
desired document, and press
the [Print 1st Page]followed by
the {
{{
{Start}
}}
}key.