Recycled paper is used for the inside pages of this book. User's Guide Security Printed in Germany 2004.
7222security(E)v1.fm Page -3 Monday, June 7, 2004 11:34 AM Recycled paper is used for the inside pages of this book. 7222/7228/7235 Security 7222/7228/7235 control software version: 10.0000 and later User’s Guide About the ROM version display function: The 7222/7228/7235 Control Software Version can be confirmed by using the service administrator (CE) 25-mode ROM version display function.
7222security(E)v1.
7222security(E)v1.fm Page -1 Monday, June 7, 2004 11:34 AM Table of Contents Security Functions ..............................................................................................................1 Enhanced Security Mode....................................................................................................2 Description of Enhanced Security mode .................................................................................... 2 Data protected by Enhanced Security mode .............
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222security(E)v1.fm Page 1 Monday, June 7, 2004 11:34 AM Security Functions The 7222/7228/7235 device has two security modes. Regular 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 user’s guide for each individual machine.
7222security(E)v1.fm Page 2 Monday, June 7, 2004 11:34 AM Enhanced Security Mode Description of Enhanced Security mode 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: LZ compressed data and uncompressed data (TIFF and PDF formats). Memory and HDD areas containing data is freed up when data is deleted.
7222security(E)v1.fm Page 3 Monday, June 7, 2004 11:34 AM Enhanced Security Mode (continued) Data protected by Enhanced Security mode Data protected by Enhanced Security mode (for users) is as follows. Data saved in the User Box (with user ID and password) The following data administered by the Key Operator will also receive enhanced protection.
7222security(E)v1.fm Page 4 Monday, June 7, 2004 11:34 AM Display When Enhanced Security Mode Is On The Key Operator can turn Enhanced Security mode ON/OFF. To turn Enhanced Security mode ON/OFF, see Security Key Operator Operation on page 20. When Enhanced Security mode is ON, the enhanced security icon [ ] will appear on the Copy/Scanner/Fax/Printer Basic Screens and on some screens of the Document Folder.
7222security(E)v1.fm Page 5 Monday, June 7, 2004 11:34 AM Display When Enhanced Security Mode Is On (continued) Printer Basic Screen Check the Enhanced Security icon on each Basic Screen to see if Enhanced Security mode is ON or OFF. If Enhanced Security mode is OFF, data can potentially be accessed or tampered with, and this will not be recorded in an audit log, so be careful.
7222security(E)v1.fm Page 6 Monday, June 7, 2004 11:34 AM Protect and Delete Data After Use Data from each mode (copy / scan / fax / printer) will be temporarily saved in memory or on the HDD, and it will be deleted unless it is moved to a Document Folder. 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.
7222security(E)v1.fm Page 7 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering To save and output data, use a User Box in the Document Folder. In Enhanced Security mode, setting up user ID and password conditions in a User Box will be tougher to improve security as follows. To protect data from access and tampering, it is recommended that you use a User Box in which a password has been set.
7222security(E)v1.fm Page 8 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) Access to a User Box in Enhanced Security mode The following is a detailed explanation of how to access a User Box in Enhanced Security mode for which a user ID and password have been set. • The method to access data in a User Box for which a user ID or password hasn't been set is the same in normal mode and Enhanced Security mode.
7222security(E)v1.fm Page 9 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) 4. Enter user ID (when accessing a User Box for which a user ID has been set). Use the control panel keypad to enter the user ID designated by the Key Operator (4 to 8 numbers), and touch OK. User Boxes for which the entered user ID has been set, and ones that for which no user ID has been set, will appear.
7222security(E)v1.fm Page 10 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) 6. Enter the password. Touch Password to display the Data Entry Screen. Use the control panel keypad to enter the password without touching Password, if it consists of numbers only Use the touch screen keypad and control panel keypad to enter the password (8 alphanumerical characters), and touch OK. • Alphanumerical characters are case sensitive.
7222security(E)v1.fm Page 11 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) Delete data in the User Box in Enhanced Security mode The following is a detailed explanation of how to delete a document saved in a User Box. Procedure 1. Touch Document Folder on any of the Copy/Fax/Printer Basic Screens. 2. In copy mode, touch PRINT. See each specific user’s guide for Fax mode and Print mode. 3.
7222security(E)v1.fm Page 12 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) 4. Select the data (document) to delete. Touch the document key you want to delete. • If a password has been set for the selected document, a popup window will appear in which to enter the document password. Touch Password to display the Data Entry Screen, enter the password (up to 8 digits) using the touch screen keypad and touch OK.
7222security(E)v1.fm Page 13 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) Save scanned data / change Box password in Enhanced Security mode You can select a User Box in which to output scanned data. Regardless of whether or not a password has been set, access any box that a box number has been assigned to, set an enhanced password in Enhanced Security mode, and save data to the User Box.
7222security(E)v1.fm Page 14 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) • You cannot create a new box number. If you want to change it, contact the Key Operator. • A default password will be displayed as "********." Enter 8 alphanumerical characters of your choice. Enter a password for a box for which a password hasn't been set yet. Without a password, a box cannot be registered as a destination to send data. 3. Touch Box Edit.
7222security(E)v1.fm Page 15 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) 5. Touch Password. The Data Entry Screen will appear. 6. Enter the password and touch OK. If the box didn't have a password, the entered password will be set for the box. If the box already had a password, the entered password will overwrite the old one. For further scanner operations, please see the user’s guide for Network/Scanner.
7222security(E)v1.fm Page 16 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) Output data in the Confidential Print Box Confidential printing using a PC: To set up data output using the confidential printing function on PC, enter a user ID made up of 4-8 numbers. In Enhanced Security mode, enter a password made up of 8 alphanumerical characters as well. • Passwords are case sensitive.
7222security(E)v1.fm Page 17 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) Touch OK. The screen will go back to the Confidential Print User ID/Password Entry Screen. Touch OK on the Confidential Print User ID/Password Entry Screen. Confidential printing will start. • Passwords are case sensitive.
7222security(E)v1.fm Page 18 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) Output data in the Fax Confidential Inbox Registering a confidential password/access protection number for the Fax Confidential Inbox: When registering the Fax Confidential Inbox, touch Confiden. P.W. (confidential password) and enter 1-4 numbers using the numeric keypad on the control panel. Touch Protect No to display the Data Entry Screen.
7222security(E)v1.fm Page 19 Monday, June 7, 2004 11:34 AM Protect Data in the Document Folder from Access and Tampering (continued) Output data in Fax Confidential Inbox: Press [FAX] on the control panel to select Fax mode, and go to the Print File Screen on the Application to display the Confidential File List Screen. Touch PRINT or DELETE. The Access Protection Number Entry Screen will appear. Touch Protect No. to display the Data Entry Screen, and enter the password.
7222security(E)v1.fm Page 20 Monday, June 7, 2004 11:34 AM Key Operator Security Functions The Key Operator turns Enhanced Security mode ON/OFF. To do so, an 8-digit Key Operator password must be set for the machine. Ask your authorized service representative to set up a Key Operator password. To protect data in the machine from access and tampering, it is recommended to designate a Key Operator and use Enhanced Security mode.
7222security(E)v1.fm Page 21 Monday, June 7, 2004 11:34 AM Key Operator Security Functions (continued) On the Password Entry Screen, touch OK. The Key Operator Mode Screen will appear. 4. On the Key Operator Mode Screen, touch 7. Enhanced Security. The Enhanced Security Setup Screen will appear. 5. Touch 1. Enable Enhanced Security. The Enable Enhanced Security Screen will appear.
7222security(E)v1.fm Page 22 Monday, June 7, 2004 11:34 AM Key Operator Security Functions (continued) 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. If you touch OK without changing the setting, the popup screen to validate an restart will not appear and the screen will return to the Enhanced Security Setup Screen. 7.
7222security(E)v1.fm Page 23 Monday, June 7, 2004 11:34 AM Key Operator Security Functions (continued) Register/edit user ID and password in the User Box The following is an explanation of how to access the screen to register/edit a User Box in Enhanced Security mode, and accompanying precautions. Procedures 1. Press [COPY] on the control panel to display the Copy Screen. 2. Press [HELP]. 3. Touch Key-Ope mode on the Help Screen. The Password Entry Screen will appear.
7222security(E)v1.fm Page 24 Monday, June 7, 2004 11:34 AM Key Operator Security Functions (continued) • Passwords are case sensitive. • If a wrong password or fewer than 8 alphanumerical characters are entered and the OK key 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. • If authentication fails, the information will be saved in the audit log. On the Password Entry Screen, touch OK.
7222security(E)v1.fm Page 25 Monday, June 7, 2004 11:34 AM Key Operator Security Functions (continued) A password should be set up in each box, and please pay extra attention to the following if Enhanced Security mode is turned ON. System Box password: 8 alphanumerical characters (case sensitive) Fewer than 8 characters will not be accepted. Duplicate passwords cannot be used.
7222security(E)v1.fm Page 26 Monday, June 7, 2004 11:34 AM Key Operator Security Functions (continued) Print audit log If Enhanced Security mode is turned ON, an audit log will be automatically created. The following is an explanation of how to print the automatically created audit log. Procedure 1. 2. 3. Press [COPY] on the control panel to display the Copy Screen. Press [HELP]. On the Help Screen, touch Key-Ope mode. The Password Entry Screen will appear.
7222security(E)v1.fm Page 27 Monday, June 7, 2004 11:34 AM Key Operator Security Functions (continued) 4. On the Key Operator Mode Screen, touch 7. Enhanced Security. The Enhanced Security Setup Screen will appear. 5. Touch 2. Audit log print. The Audit Log Print Screen will appear. Select the output format you want, and touch the key to highlight it. Audit log report (latest 1,000 logs): The latest of up to 1,000 log entries will be printed in the audit log report.
7222security(E)v1.fm Page 28 Monday, June 7, 2004 11:34 AM Key Operator Security Functions (continued) Audit log report (specify): Display the Log Specification Setting Screen, specify the date and time when audit log entries were created and the number to print. If you combine this with "Audit log report (Authentication error)," you can obtain only the necessary entries around the time an authentication error occurred. Proceed to step 6. 6. Touch Audit log report (specify).
7222security(E)v1.fm Page 29 Monday, June 7, 2004 11:34 AM Key Operator Security Functions (continued) Analyze audit log Audit logs need to be analyzed by the Key Operator regularly or when unauthorized access and tampering of data saved in the machine in Enhanced Security mode is noticed. Audit log entries can be output in four different formats as explained on pages 27 to 28. Keep the individual characteristics in mind when printing logs for analysis.
7222security(E)v1.fm Page 30 Monday, June 7, 2004 11:34 AM Key Operator Security Functions (continued) Table of items saved in audit log No.
7222security(E)v1.fm Page 31 Monday, June 7, 2004 11:34 AM Key Operator Security Functions (continued) Specify unauthorized actions: password authentication If logs have NG as the result of password authentication (action ID: 01, 02, 11, 16, 17), items protected by passwords may have been attacked. • Failed password authentication (NG) log entries specify who made the operation, and show if unauthorized actions were made when password authentication failed.
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