Ricoh Pro C651EX User manual

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 "About This Machine" before using the machine.
1
Getting Started
2
Configuring Administrator Authentication
3
Configuring User Authentication
4
Protecting Data from Information Leaks
5
Securing Information Sent over the Network or Stored on Hard Disk
6
Managing Access to the Machine
7
Enhanced Network Security
8
Specifying the Extended Security Functions
9
Troubleshooting
10
Appendix
Security Reference
Operating Instructions

TABLE OF CONTENTS
Manuals for This Machine.................................................................................................................................7
Notice..................................................................................................................................................................9
Important.........................................................................................................................................................9
How to Read This Manual...............................................................................................................................10
Symbols........................................................................................................................................................10
Name of Major Item....................................................................................................................................10
IP Address.....................................................................................................................................................10
Notes............................................................................................................................................................10
1. Getting Started
Before Using the Security Functions................................................................................................................11
Setting up the Machine....................................................................................................................................12
Enhanced Security............................................................................................................................................16
Glossary............................................................................................................................................................17
Security Measures Provided by this Machine................................................................................................19
Using Authentication and Managing Users...............................................................................................19
Ensuring Information Security.....................................................................................................................19
Limiting and Controlling Access..................................................................................................................20
Enhancing Network Security......................................................................................................................21
2. Configuring Administrator Authentication
Administrators...................................................................................................................................................23
User Administrator.......................................................................................................................................23
Machine Administrator................................................................................................................................24
Network Administrator................................................................................................................................24
File Administrator.........................................................................................................................................24
Supervisor.....................................................................................................................................................24
About Administrator Authentication................................................................................................................25
Enabling Administrator Authentication...........................................................................................................26
Specifying Administrator Privileges............................................................................................................26
Registering the Administrator......................................................................................................................28
Logging in Using Administrator Authentication.........................................................................................30
Logging out Using Administrator Authentication.......................................................................................32
Changing the Administrator........................................................................................................................32
Changing the Administrator's User Name and Password........................................................................33
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3. Configuring User Authentication
Users..................................................................................................................................................................35
About User Authentication...............................................................................................................................36
Configuring User Authentication.....................................................................................................................37
Enabling User Authentication..........................................................................................................................38
User Code Authentication...............................................................................................................................39
Specifying User Code Authentication........................................................................................................39
Basic Authentication.........................................................................................................................................41
Specifying Basic Authentication..................................................................................................................41
Authentication Information Stored in the Address Book...........................................................................42
Specifying Login User Names and Passwords..........................................................................................42
Specifying Login Details..............................................................................................................................44
Windows Authentication.................................................................................................................................46
Specifying Windows Authentication..........................................................................................................48
Installing Internet Information Services (IIS) and Certificate Services......................................................51
Creating the Server Certificate...................................................................................................................52
Installing the Device Certificate (Issued by a Certificate Authority).........................................................52
LDAP Authentication.........................................................................................................................................54
Specifying LDAP Authentication.................................................................................................................55
Integration Server Authentication....................................................................................................................59
Specifying Integration Server Authentication............................................................................................59
Printer Job Authentication................................................................................................................................64
If User Authentication is Specified..................................................................................................................66
If User Code Authentication is Specified....................................................................................................66
If Basic, Windows, LDAP or Integration Server Authentication is Specified...........................................67
Logging in Using Web Image Monitor......................................................................................................68
Logging out Using Web Image Monitor....................................................................................................68
User Lockout Function..................................................................................................................................68
Auto Logout..................................................................................................................................................71
Authentication Using an External Device.......................................................................................................73
4. Protecting Data from Information Leaks
Configuring Access Permissions for Stored Files............................................................................................75
Specifying User and Access Permissions for Stored Files.........................................................................76
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Changing the Owner of a Document.........................................................................................................79
Specifying Access Permissions for Files Stored Using the Scanner Function..........................................79
Specifying User and Access Permissions for Files Stored by a Particular User.......................................83
Specifying Passwords for Stored Files........................................................................................................84
Unlocking Files.............................................................................................................................................85
5. Securing Information Sent over the Network or Stored on Hard Disk
Preventing Information Leakage Due to Unauthorized Transmission...........................................................87
Restricting Destinations................................................................................................................................87
Using S/MIME to Protect E-mail Transmission..............................................................................................89
E-mail Encryption.........................................................................................................................................89
Attaching an Electronic Signature..............................................................................................................91
Protecting the Address Book...........................................................................................................................96
Configuring Address Book Access Permissions.........................................................................................96
Encrypting Data in the Address Book.........................................................................................................97
Encrypting Data on the Hard Disk................................................................................................................100
Enabling the Encryption Settings..............................................................................................................100
Printing the Encryption Key.......................................................................................................................104
Updating the Encryption Key....................................................................................................................105
Canceling Data Encryption......................................................................................................................106
Deleting Data on the Hard Disk....................................................................................................................108
Conditions for Use.....................................................................................................................................108
Auto Erase Memory..................................................................................................................................109
Erase All Memory......................................................................................................................................112
6. Managing Access to the Machine
Preventing Changes to Machine Settings....................................................................................................117
Menu Protect..................................................................................................................................................118
Enabling Menu Protect..............................................................................................................................118
Disabling Menu Protect.............................................................................................................................118
Specifying Menu Protect...........................................................................................................................118
Limiting Available Functions..........................................................................................................................122
Specifying Which Functions are Available.............................................................................................122
Managing Log Files.......................................................................................................................................124
Using Web Image Monitor to Manage Log Files...................................................................................124
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Logs That Can Be Managed Using Web Image Monitor......................................................................131
7. Enhanced Network Security
Preventing Unauthorized Access..................................................................................................................145
Access Control...........................................................................................................................................145
Enabling and Disabling Protocols............................................................................................................146
Specifying Network Security Level..........................................................................................................151
Encrypting Transmitted Passwords...............................................................................................................155
Specifying a Driver Encryption Key.........................................................................................................155
Protection Using Encryption..........................................................................................................................157
SSL (Secure Sockets Layer) Encryption....................................................................................................157
User Settings for SSL (Secure Sockets Layer)..........................................................................................162
Setting the SSL/TLS Encryption Mode.....................................................................................................162
SNMPv3 Encryption.................................................................................................................................164
Transmission Using IPsec...............................................................................................................................166
Encryption and Authentication by IPsec..................................................................................................166
Encryption Key Auto Exchange Settings and Encryption Key Manual Settings...................................167
IPsec Settings.............................................................................................................................................168
Encryption Key Auto Exchange Settings Configuration Flow................................................................176
Encryption Key Manual Settings Configuration Flow.............................................................................181
telnet Setting Commands..........................................................................................................................182
Authentication by IEEE802.1X.....................................................................................................................190
8. Specifying the Extended Security Functions
Specifying the Extended Security Functions................................................................................................191
Changing the Extended Security Functions.............................................................................................191
Extended Security Settings........................................................................................................................192
Other Security Functions...............................................................................................................................196
Scanner Function.......................................................................................................................................196
System Status.............................................................................................................................................196
Weekly Timer Code..................................................................................................................................196
Limiting Machine Operations to Customers Only.......................................................................................199
Settings.......................................................................................................................................................199
Additional Information for Enhanced Security............................................................................................202
Settings You Can Configure Using the Control Panel............................................................................202
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Settings You Can Configure Using Web Image Monitor.......................................................................204
Settings You Can Configure When IPsec Is Available/Unavailable....................................................205
9. Troubleshooting
If Authentication Fails.....................................................................................................................................209
If a Message is Displayed........................................................................................................................209
If an Error Code is Displayed...................................................................................................................211
If the Machine Cannot Be Operated.......................................................................................................227
10. Appendix
Supervisor Operations..................................................................................................................................231
Logging in as the Supervisor....................................................................................................................231
Logging out as the Supervisor..................................................................................................................232
Changing the Supervisor..........................................................................................................................232
Resetting the Administrator's Password....................................................................................................233
User Administrator Settings...........................................................................................................................235
System Settings..........................................................................................................................................235
Adjustment Settings for Operators...........................................................................................................236
Settings via Web Image Monitor.............................................................................................................236
Machine Administrator Settings....................................................................................................................237
System Settings..........................................................................................................................................237
Copier / Document Server Features.......................................................................................................238
Scanner Features.......................................................................................................................................239
Extended Feature Settings........................................................................................................................239
Maintenance..............................................................................................................................................240
Adjustment Settings for Operators...........................................................................................................240
Adjustment Settings for Skilled Operators...............................................................................................240
Tray Paper Settings....................................................................................................................................240
Settings via Web Image Monitor.............................................................................................................240
Network Administrator Settings....................................................................................................................245
System Settings..........................................................................................................................................245
Scanner Features.......................................................................................................................................246
Adjustment Settings for Operators...........................................................................................................246
Settings via Web Image Monitor.............................................................................................................246
File Administrator Settings.............................................................................................................................249
5

System Settings..........................................................................................................................................249
Adjustment Settings for Operators...........................................................................................................249
Settings via Web Image Monitor.............................................................................................................250
Document Server File Permissions................................................................................................................251
The Privilege for User Account Settings in the Address Book.....................................................................252
User Settings - Control Panel Settings..........................................................................................................255
System Settings...............................................................................................................................................256
Copier / Document Server Features............................................................................................................262
Scanner Features...........................................................................................................................................269
Maintenance..................................................................................................................................................271
Adjustment Settings for Operators................................................................................................................272
Tray Paper Settings........................................................................................................................................273
User Settings - Web Image Monitor Settings..............................................................................................274
Device Settings...............................................................................................................................................275
Scanner...........................................................................................................................................................281
Interface..........................................................................................................................................................283
Network..........................................................................................................................................................284
Webpage.......................................................................................................................................................287
Trademarks.....................................................................................................................................................288
INDEX...........................................................................................................................................................291
6

Manuals for This Machine
Read this manual carefully before you use this machine.
Refer to the manuals that are relevant to what you want to do with the machine.
• Media differ according to manual.
• The printed and electronic versions of a manual have the same contents.
• Adobe® Acrobat® Reader®/Adobe Reader must be installed in order to view the manuals as PDF
files.
• A Web browser must be installed in order to view the html manuals.
• For enhanced security, we recommend that you first make the following settings. For details, see
"Setting up the Machine".
• Install the Device Certificate.
• Enable SSL (Secure Sockets Layer) Encryption.
• Change the user name and password of the administrator using Web Image Monitor.
About This Machine
Before using the machine, be sure to read the section of this manual entitled Safety Information.
This manual introduces the machine's various functions. It also explains the control panel, preparation
procedures for using the machine, how to enter text, how to install the CD-ROMs provided, and how
to replace paper, toner, staples, and other consumables.
Troubleshooting
Provides a guide for resolving common usage-related problems.
Copy and Document Server Reference
Explains Copier and Document Server functions and operations. Also refer to this manual for
explanations on how to place originals.
Scanner Reference
Explains Scanner functions and operations.
Network and System Settings Reference
Explains how to connect the machine to a network and how to configure and operate the machine in
a network environment. It also explains how to change System Settings, how to specify Adjustment
Settings for Operators, and how to register information in the Address Book.
Paper Settings Reference
Explains how to make paper settings for each tray using the paper library, which contains optimum
printing conditions. It also explains how to manually specify a paper size and type for a paper tray.
7

Security Reference
This manual is for administrators of the machine. It explains security functions that you can use to
prevent unauthorized use of the machine, data tampering, or information leakage. Be sure to read
this manual when setting the enhanced security functions, or user and administrator authentication.
Guide to Paper
Explains paper characteristics and methods for handling paper.
VM Card Extended Feature Settings Device Reference
Explains how to set up the extended features settings with the machine.
VM Card Extended Feature Settings Web Reference
Explains how to set up the extended features settings using Web Image Monitor.
• Manuals provided are specific to machine types.
• In addition to the above, manuals are also provided for the Printer function.
8

Notice
Important
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.
For good copy quality, the manufacturer recommends that you use genuine toner from the manufacturer.
The manufacturer shall not be responsible for any damage or expense that might result from the use of
parts other than genuine parts from the manufacturer with your office products.
9

How to Read This Manual
Symbols
This manual uses the following symbols:
Indicates points to pay attention to when using the machine, and explanations of likely causes of paper
misfeeds, damage to originals, or loss of data. Be sure to read these explanations.
Indicates supplementary explanations of the machine's functions, and instructions on resolving user errors.
This symbol is located at the end of sections. It indicates where you can find further relevant information.
[ ]
Indicates the names of keys on the machine's display or control panels.
Name of Major Item
Major item of this machine are referred to as follows in this manual:
• Auto Document Feeder ADF
IP Address
In this manual, "IP address" covers both IPv4 and IPv6 environments. Read the instructions that are relevant
to the environment you are using.
Notes
Contents of this manual are subject to change without prior notice.
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.
Depending on which country you are in, certain units may be optional. For details, please contact your
local dealer.
10

1. Getting Started
This chapter describes the machine's security features and how to specify initial security settings.
Before Using the Security Functions
• If the security settings are not configured, the data in the machine is vulnerable to attack.
1. To prevent this machine being stolen or willfully damaged, etc., install it in a secure location.
2. Purchasers of this machine must make sure that people who use it do so appropriately, in accordance
with operations determined by the machine administrator and supervisor. If the administrator or
supervisor does not make the required security settings, there is a risk of security breaches by users.
3. Before setting this machine's security features and to ensure appropriate operation by users,
administrators must read the Security Reference completely and thoroughly, paying particular
attention to the section entitled "Before Using the Security Functions".
4. Administrators must inform users regarding proper usage of the security functions.
5. Administrators should routinely examine the machine's logs to check for irregular and unusual events.
6. If this machine is connected to a network, its environment must be protected by a firewall or similar.
7. For protection of data during the communication stage, apply the machine's communication security
functions and connect it to devices that support security functions such as encrypted communication.
11
1

Setting up the Machine
This section describes how to enable encryption of transmitted data and configure the administrator
account. If you want a high level of security, make the following setting before using the machine.
Enabling security
1. Turn the machine on.
2. Press the [User Tools] key.
BZM002
3. Press [System Settings].
4. Press [Interface Settings].
1. Getting Started
12
1

5. Specify IPv4 Address.
For details on how to specify the IPv4 address, see "Interface Settings", Network and System Settings
Reference.
6. Be sure to connect this machine to a network that only administrators can access.
7. Start Web Image Monitor, and then log in to the machine as the administrator.
For details about logging in to Web Image Monitor as an administrator, see p.68 "Logging in Using
Web Image Monitor".
8. Click [Configuration], and then click [E-mail] under "Device Settings".
9. Enter the machine administrator's e-mail address in "Administrator E-mail Address", and
then, click [OK].
10. Install the device certificate.
For details about installing the device certificate, see p.157 "Protection Using Encryption".
The settings for device certificate creation can be configured only if an administrator e-mail address
is specified.
11. Enable secure sockets layer (SSL).
For details about enabling SSL, see p.161 "Enabling SSL/TLS".
12. Change the administrator's user name and password.
To enable higher security, proceed to step 2 in the following "Enabling enhanced security".
For details about specifying the administrator's user name and password, see p.33 "Changing the
Administrator's User Name and Password".
13. Log out, and then quit Web Image Monitor.
14. Disconnect the machine from the administrators-only network, and then connect it to the
general use network.
Enabling enhanced security
1. Configure the security settings for the machine by following steps 1 to 12 of the previous
procedure ("Enabling Security").
2. Click [Configuration], and then click [Network Security] under "Security".
3. Set "Network Security" to [Level 2].
Note that some functions will be unavailable after you select [Level 2] for this setting. For details, see
p.152 "Status of Functions under Each Network Security Level" and p.146 "Enabling and Disabling
Protocols".
4. Set both "FTP" with high security risk and "SNMPv3 Function" to [Inactive], and then click
[OK].
For details about the functions that will be unavailable if "FTP" and "SNMPv3" are set to [Inactive],
see p.146 "Enabling and Disabling Protocols".
Setting up the Machine
13
1

5. Click [OK].
6. Log out, and then quit Web Image Monitor.
7. Press the [User Tools] key on the control panel.
8. Press [System Settings].
9. Press [Administrator Tools].
10. Press [Extended Security].
If this item is not visible, press [ Next] to display more settings.
11. Set [@Remote Service] to [Prohibit].
For details about "Update Firmware", see the following "Firmware Update Cautions".
12. Press [OK].
1. Getting Started
14
1

13. Press the [User Tools] key.
14. Disconnect the machine from the administrators-only network, and then connect it to the
general use network.
Firmware Update Cautions
If "IPsec" is enabled, all information on the network will be encrypted. This allows you to perform
firmware updates securely.
If "IPsec" is not enabled, the information on the network may not be encrypted depending on the
protocol. If you want to perform a firmware update when "IPsec" is not enabled, be sure to do so only
if your network environment is protected against electronic eavesdropping and similar security threats.
Setting up the Machine
15
1

Enhanced Security
This machine's security functions can be enhanced by managing the machine and its users using the
improved authentication functions.
By specifying access limits for the machine's functions and the documents and data stored in the machine,
information leaks and unauthorized access can be prevented.
Data encryption also prevents unauthorized data access and tampering via the network.
The machine also automatically checks the configuration and manufacturer of the firmware each time the
main power is switched on and whenever firmware is installed.
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 administrators 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 machine.
For details about the administrator, see p.23 "Administrators".
For details about the user, see p.35 "Users".
Encryption Technology
This machine can establish secure communication paths by encrypting transmitted data and
passwords.
1. Getting Started
16
1

Glossary
Administrator
There are four types of administrators according to administrative function: machine administrator,
network administrator, file administrator, and user administrator. We recommend a different person
for each administrator role.
In this way, you can spread the workload and limit unauthorized operation by a single administrator.
Basically, administrators make machine settings and manage the machine; but they cannot perform
normal operations, such as copying and scanning.
Supervisor
The supervisor can reset an administrator's password. This is required if an administrator's password
is lost or revealed, or if an administrator is changed.
The supervisor can neither perform normal operations nor specify default settings.
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
Users with personal information registered in the Address Book who have a login password and user
name.
Administrator Authentication
Administrators are authenticated by their login user name and login password, supplied by the
administrator, when specifying the machine's settings or accessing the machine over the network.
User Authentication
Users are authenticated by a login user name and login password, supplied by the user, when
specifying the machine's settings or accessing the machine over the network.
The user's login user name and password, as well as such personal information items as e-mail
address, are stored in the machine's Address Book. The personal information can be obtained from
the Windows domain controller (Windows authentication), LDAP Server (LDAP authentication), or
Integration Server (Integration Server authentication) connected to the machine via the network. The
"Integration Server" is the computer on which Authentication Manager is installed.
Login
This action is required for administrator authentication and user authentication. Enter your login user
name and login password on the machine's control panel. A login user name and login password
may also be required when accessing the machine over the network or using such utilities as Web
Image Monitor.
Glossary
17
1

Logout
This action is required with administrator and user authentication. This action is required when you
have finished using the machine or changing the settings.
1. Getting Started
18
1