User’s Guide Security • Security Functions • Enhanced Security Mode • Protect and Delete Data After Use • User Authentication in Enhanced Security Mode • HDD Store Function in Enhanced Security Mode • Administrator Security Functions
bizhub PRO 920 Security User’s Guide The Control Software version is as follows. (This software consists of Image control program and Controller control program.
ACKNOWLEDGEMENTS: - KONICA MINOLTA, KONICA MINOLTA Logo and the essentials of imaging are registered trademarks or trademarks of KONICA MINOLTA HOLDINGS, INC. - bizhub PRO is a registered trademark or trademark of KONICA MINOLTA BUSINESS TECHNOLOGIES, INC. Copyright © 2005 KONICA MINOLTA BUSINESS TECHNOLOGIES, Inc. EXEMPTION - No part of this manual may be used or duplicated without permission.
Composition of User’s Guide This machine is provided with the following user’s guides as printed matters. *bizhub PRO 920 User’s Guide - Copier This guide describes an outline of the machine and copy operations. Please refer to this guide for safety information, turning on/off the machine, paper supply, dealing with machine trouble such as paper jam, and copy operation available on the machine.
Contents 1 Security Functions ............................................................ 1 2 Enhanced Security Mode ................................................. 3 2.1 Description of Enhanced Security mode ............................................3 2.2 Data protected by Enhanced Security mode .....................................4 2.3 Display when Enhanced Security mode is ON ...................................5 3 Protect and Delete Data After Use ..................................
Security Functions 1 1 Security Functions The bizhub PRO 920 device has two security modes. Normal mode Use this mode if the machine is used by a single person and there is a low possibility of illicit access and operations. This is the default mode when shipped from the factory. To use regular mode, please see the use’s guide for each individual machine.
Security Functions 1 Creating a secure environment For security, we recommend that supervisors and an administrator use Enhanced Security mode and establish an environment as follows. - Where to set up the device Set up the device in a place where only designated personnel can operate it. - User training The administrator must provide training and information to users to maintain the security of the device.
Enhanced Security Mode 2 Enhanced Security Mode 2.1 Description of Enhanced Security mode 2 The following items will have enhanced security. - Protect and delete used data in memory and on the HDD There are two kinds of image data that will be saved in memory and on the HDD: AHA compressed data and uncompressed data (TIFF and PDF formats). Memory and HDD areas containing the AHA compressed data is freed up when data is deleted.
Enhanced Security Mode 2 - - 2.2 Administrator authentication A service representative will set up an authentication data for an administrator. The administrator must input a password to gain authorized access. Only one authentication string can be registered per machine. Administrator Setting mode If the Administrator Setting mode has been entered by successful administrator authentication, the setting change of various machine functions will be available on the machine.
Enhanced Security Mode 2.3 2 Display when Enhanced Security mode is ON The Administrator can turn Enhanced Security mode ON/OFF. ! Detail To turn Enhanced Security mode ON/OFF, see Security Administrator Operation on page 44. When Enhanced Security mode is ON, the enhanced security icon [ appear on the Copy/Box/Scanner Basic Screens.
Enhanced Security Mode 2 Scanner Basic Screen Check the Enhanced Security icon on each Basic Screen to see if Enhanced Security mode is ON or OFF.
Protect and Delete Data After Use 3 3 Protect and Delete Data After Use Data from each mode (copy / scan / printer) will be temporarily saved in memory or on the HDD, and it will be deleted unless it is moved to a Box. Data is compressed using a special method, so it cannot be decompressed externally. When deleting compressed data, a part of it will be destroyed or overwritten to prevent decompression.
User Authentication in Enhanced Security Mode 4 4 User Authentication in Enhanced Security Mode 4.1 Description of user authentication In Enhanced Security mode, setting up password conditions will be tougher to improve security. The administrator should set up a user name and password required for user authentication, as this is an administrator operation.
User Authentication in Enhanced Security Mode 4 ! Detail When a user accesses a Box for which a password has been set in the HDD, all authentication operations with password will be saved in an audit log. ! Detail Initially, the user authentication is not available on the machine. To activate this function, the distribution number for each section should be changed. For details, see the User's guide of POD Administrator's Reference. 4.
User Authentication in Enhanced Security Mode 4 2 Touch [6 Administrator Setting]. The Input Administrator Password Screen will be displayed. 3 Enter the password. Use the touch screen keypad to enter the 8-digit Administrator password, then touch [OK]. The Administrator Setting Screen will be displayed. 4 Touch [3 User Authentication/Account Track]. The User Authentication/Account Track Screen will be displayed.
User Authentication in Enhanced Security Mode 5 4 Touch [3 User Authentication Setting]. The User Authentication Setting Screen will be displayed. 6 Touch [New Register]. The New User Registration Screen will be displayed.
User Authentication in Enhanced Security Mode 4 7 Touch [User Number], [User Name], [Password], or [Account Name] to display each subsequent screen, then make the desired setting. – 12 To enter the User Number, touch [User Number] on the New User Registration Screen. Use the screen keypad on the popup menu to enter the desired user number. Touch [OK] to return to the New User Registration Screen.
User Authentication in Enhanced Security Mode 4 – To enter the User Name, touch [User Name] on the New User Registration Screen. Enter the desired user name from the screen keypad. Touch [OK] to return to the New User Registration Screen. – To enter the Password, touch [Password] on the New User Registration Screen. Enter the desired password from the screen keypad. Touch [OK] to return to the New User Registration Screen.
User Authentication in Enhanced Security Mode 4 8 Specify the usable function. To prohibit a specific function, touch the key on the New User Registration Screen to release the highlight. 9 Touch [OK]. When settings are completed, touch [OK] on the New User Registration Screen. The User Authentication Setting Screen will be restored. 4.3 To change a user data Follow the procedure below to change a user data (user name and password) once registered. ! Detail Passwords are case sensitive.
User Authentication in Enhanced Security Mode 2 4 Touch [6 Administrator Setting]. The Input Administrator Password Screen will be displayed. 3 Enter the password. Use the touch screen keypad to enter the 8-digit Administrator password, then touch [OK]. The Administrator Setting Screen will be displayed. 4 Touch [3 User Authentication/Account Track]. The User Authentication/Account Track Screen will be displayed.
User Authentication in Enhanced Security Mode 4 5 Touch [3 User Authentication Setting]. The User Authentication Setting Screen will be displayed. 6 Touch the user name key to be changed. The User Count Screen will be displayed. 7 Touch [Change]. The Change Registered User Data Screen will be displayed.
User Authentication in Enhanced Security Mode 8 4 Touch [User Name], [Password] or [Account Name] to display each subsequent screen, then make the desired setting change. – To change the user name, touch [User Name] on the User Registration Screen. Enter the desired user name from the screen keypad. Touch [OK] to return to the Change Registered User Data Screen. – To change the Password, touch [Password] on the User Registration Screen. Enter the desired password from the screen keypad.
User Authentication in Enhanced Security Mode 4 – 4.4 To change the account name, touch [Account Name] on the User Registration Screen. Touch the desired section key to highlight it. Touch [OK] to return to the Change Registered User Data Screen. 9 Specify the usable function. To prohibit a specific function, touch the key on the Change Registration User Data Screen to release the highlight. 10 Touch [OK]. When settings are completed, touch [OK] on the Change Registered User Data Screen.
User Authentication in Enhanced Security Mode 2 4 Touch [6 Administrator Setting]. The Input Administrator Password Screen will be displayed. 3 Enter the password. Use the touch screen keypad to enter the 8-digit Administrator password, then touch [OK]. The Administrator Setting Screen will be displayed. 4 Touch [3 User Authentication/Account Track]. The User Authentication/Account Track Screen will be displayed.
User Authentication in Enhanced Security Mode 4 5 Touch [3 User Authentication Setting]. The User Authentication Setting Screen will be displayed. 6 Touch the user name key to be deleted. The User Count Screen will be displayed. 7 Touch [Delete]. The popup menu will be displayed to confirm that the selected user will be deleted.
User Authentication in Enhanced Security Mode 8 4 Touch [Yes]. The selected user name and password will be deleted. Also the personal folder that belongs to the user will be deleted together. 4.5 To change password by user General users can change the password that has already been set for user authentication. We recommend that a user himself/herself changes the password assigned by the administrator for security. ! Detail Passwords are case sensitive.
User Authentication in Enhanced Security Mode 4 Procedure 1 Press [Utility/Counter] on the control panel. The Utility Screen will be displayed. 2 Touch [1 System Setting]. The System Setting Screen will be displayed. 3 Touch [7 Change User Password]. The User Authentication Screen will be displayed.
User Authentication in Enhanced Security Mode 4 4 Enter your user name. – Touch [User Name] to display the Input User Name Screen. – Enter your user name, then touch [OK] to return to the User Authentication Screen. The entered name will be displayed on the screen. 5 Enter your current password. – bizhub PRO 920 Touch [Password] to display the Input User Password Screen.
User Authentication in Enhanced Security Mode 4 – Enter your current password. The entered password will appear as asterisks (********) on the screen. Then touch [OK]. The Change User Password Screen will be displayed. 6 24 Enter your new password. – Touch [New Password] to display the Input New Password Screen. – Enter your new password, then touch [OK].
User Authentication in Enhanced Security Mode 4 – Touch [Check Input] to display the Re-input New Password Screen. – Enter your new password once more for confirmation, then touch [OK]. The Change User Password Screen will be restored. 7 Touch [OK]. The System Setting Screen will be restored.
HDD Store Function in Enhanced Security Mode 5 5 HDD Store Function in Enhanced Security Mode A Box built on the HDD is used to store the scanned data. To prevent the data from being accessed or tampered with, we recommend using the Box with a password specified. Never fail to use the Enhanced Security mode when storing any secret document. If the Enhanced Security mode is turned off temporarily for some reason, the administrator should tell that to all users.
HDD Store Function in Enhanced Security Mode 5 Procedure 1 Enter your user name and user password on the User Authentication Screen. – Touch [User Name] to display the Input User Name Screen. – Enter your user name, then touch [OK] to return to the User Authentication Screen. – Touch [Password] to display the Input User Password Screen.
HDD Store Function in Enhanced Security Mode 5 – 2 Enter your user passwor, then touch [OK] to return to the User Authentication Screen Touch [OK] on the User Authentication Screen. The Copy Basic Screen will be displayed. 3 Touch [Box] on the Copy Basic Screen. The Store Box Selection Screen will be displayed.
HDD Store Function in Enhanced Security Mode 4 5 Select the desired personal Box, then touch [OK]. – Enter the password if selected Box requires one. The Personel File Screen will be displayed. 5 Touch [Store]. The Input File Name Screen will be displayed. 6 Enter the file name, then touch [OK]. The Basic Screen will be restored.
HDD Store Function in Enhanced Security Mode 5 7 Press [Start] on the control panel to scan. After scanning all the originals, the machine automatically starts to print and store the data in a Box. 8 When operation is completed, press [Access] on the control panel. The User Authentication Screen will be displayed to prohibit the machine operation without entering a user name and password. 5.
HDD Store Function in Enhanced Security Mode 2 5 Touch [Store]. The User Authentication Screen will be displayed. 3 Enter your user name and user password on the User Authentication Screen. – Touch [User Name] to display the Input User Name Screen. – Enter your user name, then touch [OK] to return to the User Authentication Screen.
HDD Store Function in Enhanced Security Mode 5 4 – Touch [Password] to display the Input User Password Screen. – Enter your user password, then touch [OK] to return to the User Authentication Screen. Touch [OK] on the User Authentication Screen. The Image Data Store Site Selection Screen will be displayed.
HDD Store Function in Enhanced Security Mode 5 5 Touch [Scan to HDD]. The HDD Box List Screen will be displayed. 6 Select the desired personal Box, then touch [OK]. – Enter the password if selected Box requires one. The Personal File Screen will be displayed. 7 Touch [Store]. The Input File Name Screen will be displayed.
HDD Store Function in Enhanced Security Mode 5 8 Enter the file name, then touch [OK]. The Box Basic Screen will be displayed. 9 Press [Start] on the control panel to scan and store the image data. The popup menu to confirm whether to continue or close it will be displayed. 10 Touch [Yes] or [No]. – – 34 To continue to store the next image data, touch [Yes]. The Input File Name Screen will be restored. To close, touch [No]. The User Authentication Screen will be displayed.
HDD Store Function in Enhanced Security Mode 11 5 When operation is completed, press [Access] on the control panel. The User Authentication Screen will be displayed to prohibit the machine operation without entering a user name and password. 5.3 Recall/Delete data in a Box The following is a detailed explanation of how to recall or delete the data stored in a Box. ! Detail Passwords are case sensitive.
HDD Store Function in Enhanced Security Mode 5 The User Authentication Screen will be displayed. 3 36 Enter your user name and user password on the User Authentication Screen. – Touch [User Name] to display the Input User Name Screen. – Enter your user name, then touch [OK] to return to the User Authentication Screen.
HDD Store Function in Enhanced Security Mode 4 5 – Touch [Password] to display the Input User Password Screen. – Enter your user password, then touch [OK] to return to the User Authentication Screen. Touch [OK] on the User Authentication Screen. The Recall Box Selection Screen will be displayed.
HDD Store Function in Enhanced Security Mode 5 5 Select the desired personal Box. Enter the password if selected Box requires one. 6 Touch [OK]. The Personal Box File Selection Screen will be displayed. Proceed to step 7 if recalls the image data file. Proceed to step 8 if deletes the image data file. 7 38 Recall the image data. – Touch the desired file key, then touch [>>>]. To output the image data, touch [Wait Output], [Proof Output], or [Auto Output], as desired, and then touch [OK].
HDD Store Function in Enhanced Security Mode – 8 After outputting, the popup menu to confirm whether to continue or close it will be displayed. To continue to recall the next image data, touch [Yes]. The Personal Box File Selection Screen will be restored. To close, touch [No]. The Image Data Store/Recall Screen will be displayed. Delete the image data. – 9 5 Touch the desired file key, then touch [File Delete]. The popup menu to confirm will be displayed. Touch [Yes] to delete the selected file.
HDD Store Function in Enhanced Security Mode 5 5.4 Output data in the Secure Box Secure printing using a PC: To set up data output using the secure printing function on PC, a secure folder with a specific password must be prepared. Enter the secure folder name made up of max. 8 alphanumerical characters. ! Detail Passwords are case sensitive.
HDD Store Function in Enhanced Security Mode 3 5 Enter your user name and user password on the User Authentication Screen. – Touch [User Name] to display the Input User Name Screen. – Enter your user name, then touch [OK] to return to the User Authentication Screen. – Touch [Password] to display the Input User Password Screen.
HDD Store Function in Enhanced Security Mode 5 – 4 Enter your user password, then touch [OK] to return to the User Authentication Screen. Touch [OK] on the User Authentication Screen. The Recall Box Selection Screen will be displayed. 42 5 Touch [Secure] to display the Secure Box List Screen. 6 Select the desired secure box. 7 Enter the secure password setup in secure printing.
HDD Store Function in Enhanced Security Mode 8 5 Touch [OK]. The Secure File List Screen will be displayed. 9 Select the desired secure file. Touch the desired secure file key, then touch [>>>]. 10 Secure printing will start. Touch [Wait Output], [Proof Output], or [Auto Output], as desired.
Administrator Security Functions 6 6 Administrator Security Functions To do so, an 8-digit CE authentication password and Administrator password must be set for the machine. Ask your authorized service representative to set up an Administrator password. To change this password, the administrator himself should operate the procedure described in the User’s Guide of POD Administrator’s reference.
Administrator Security Functions 2 6 Touch [6 Administrator Setting]. The Input Administrator Password Screen will be displayed. 3 Enter the password. Use the touch panel keypad to enter the 8-digit Administrator password, then touch [OK]. The Administrator Setting Screen will be displayed. 4 Touch [7 Security Setting]. The Security Setting Screen will be displayed.
Administrator Security Functions 6 5 Touch [3 Enhance Security Mode]. 6 Turn Enhanced Security mode ON or OFF. If you want to turn Enhanced Security mode ON, touch [On] to highlight it. If you want to turn it OFF, touch [Off] to highlight it. Touch [OK]. The Restart Confirmation popup screen will appear. 7 Touch [Yes]. The machine will restart and the new setting will be activated.
Administrator Security Functions 6.2 6 HDD lock password While the Enhanced Security mode is turned ON, a lock password (8 to 32 alphanumerical characters, case sensitive) can be set up on the HDD to protect the data stored on it. If the HDD itself is externally accessed, the data readout will not be available until the correct lock password is entered. 2 Reminder Do not use your name, birthday, employee number, etc. for a password that others can easily figure out.
Administrator Security Functions 6 If authentication fails, the information will be saved in the audit log. The current password cannot be used again as a new password. Procedure 1 Press [Utility/Counter] on the control panel. The Utility Screen will be displayed. 2 Touch [6 Administrator Setting]. The Input Administrator Password Screen will be displayed.
Administrator Security Functions 3 6 Enter the password. Use the touch panel keypad to enter the 8-digit administrator password, then touch [OK]. The Administrator Setting Screen will be displayed. 4 Touch [7 Security Setting]. The Security Setting Screen will be displayed. 5 Touch [2 HDD Manage Setting]. The HDD Manage Setting Screen will be displayed.
Administrator Security Functions 6 6 Touch [3 HDD Lock Password Changing]. The HDD Lock Password Changing Screen will be displayed. 7 Enter current password. Touch [Current Password] to display the Input Current Password Screen. – Enter current password (The first password: 9-digit alphanumeric serial number of the main body). The entered password will appear as asterisks on the screen. Then, touch [OK]. The Change HDD Lock Password Screen will be restored.
Administrator Security Functions 8 6 Enter new password. Touch [New Password] to display the Input New Password Screen. – Enter new password. The entered new password will appear as asterisks on the screen. Then, touch[OK]. – Touch [Check Input] to display the Re-input New Password Screen.
Administrator Security Functions 6 – Enter new password once more for confirmation, then touch [OK]. The Change HDD Lock Password Screen will be restored.
Administrator Security Functions 6.3 6 Print audit log An audit log will be automatically created when the data saved in the machine have been accessed. All the audit log data can be output as follows. ! Detail Passwords are case sensitive. If a wrong password or fewer than 8 alphanumerical characters are entered and the [OK] is touched, the warning message “Password does not match” will appear, and no key will work for five seconds. Enter the right password after five seconds.
Administrator Security Functions 6 2 Touch [6 Administrator Setting]. The Input Administrator Password Screen will be displayed. 3 Enter the password. Use the touch panel keypad to enter the 8-digit administrator password, then touch [OK]. The Administrator Setting Screen will be displayed. 4 Touch [1 System Setting]. The System Setting Screen will be displayed.
Administrator Security Functions 5 6 Touch [4 Print Management List]. The Print Management List Screen will be displayed. 6 Touch [5 Audit Log Report], then touch [COPY]. The Print Management List Screen will be displayed. 7 Press [Start] on the control panel.
Administrator Security Functions 6 8 56 Touch [Management List] to restore the Print Management List Screen.
Administrator Security Functions 6.4 6 Analyze audit log Audit logs need to be analyzed by the administrator regularly (once per month) or when unauthorized access and tampering of data saved in the machine in Enhanced Security mode is noticed. The machine is supposed to store up to 750 logs per month. If more than 750 logs are assumed to be stored in a month, carry out the analysis in a shorter period before the unanalyzed logs reach that number.
Administrator Security Functions 6 6.5 Table of items saved in audit log No.
Administrator Security Functions 6 The purpose of analyzing the audit log is to understand the following and implement countermeasures: Whether or not data was accessed or tampered with Subject of attack Details of attack Results of attack Specify unauthorized actions: password authentication If logs have NG as the result of password authentication (action: 01, 02, 11, 16), items protected by passwords may have been attacked.
6 Administrator Security Functions Actions to take if unauthorized operations are found - If it’s found that a password has been leaked after analyzing the audit log, change the password immediately. - It’s possible that a password may have been tampered with and legitimate users cannot access a box. The administrator must contact the user to confirm the situation, and if that’s the case, the administrator must change the password and delete the data saved in the box.
Index 7 7 Index A Administrator Security Functions ..... 44 Audit log Analyze ........................................ 57 Box .......................... 26, 30, 35, 40 Change a user data ..................... 14 Change password ....................... 21 Delete a user ............................... 18 Print ............................................. 53 E Enhanced security mode Administrator authentication ......... 4 Administrator setting mode ........... 4 Audit log ................................
1 Security Functions ............................................................ 1 2 Enhanced Security Mode ................................................. 3 2.1 Description of Enhanced Security mode ............................................3 2.2 Data protected by Enhanced Security mode .....................................4 2.3 Display when Enhanced Security mode is ON ...................................5 3 Protect and Delete Data After Use ..................................
7 Index .................................................................................
A Administrator Security Functions 44 Audit log Analyze 57 Box 26, 30, 35, 40 Change a user data 14 Change password 21 Delete a user 18 Print 53 E Enhanced security mode Administrator authentication 4 Administrator setting mode 4 Audit log 3 Data protected 4 Enhanced password 3 Enhanced security icon 5 Environments 1 HDD 26 HDD lock password 47 HDD store function 26 Normal mode 1 Protect and delete used data 3, Turn ON/OFF 4 O Out put Data in the Secure Box 40 R Recall/Delete Data in a Box 35 Register
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