HP Access Control Secure Printing Version 6.
Edition 1, 06/2008 © & ® 1999-2008 Jetmobile Asia Pte Ltd HP Access Control is a registered trademark of Hewlett-Packard All other marks are the property of their respective owners May 2008 Parts under license from JetCAPS International Business Strategy SAS and Jetmobile SAS Protected by U.S. patent number 6,889,252 Protected by Singapore patent number 104066 Other Patents pending Parts of the SecureJet product are © by: Hewlett-Packard Development Company, L.P.
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Table of contents 1 HP Access Control Secure Printing How it works ......................................................................................................................................... 2 Multifunction printers - basic operation sequence ............................................................... 2 Single function printers - basic operation sequence ............................................................ 2 Multifunction printers versus single function printers ..................
Alternate Authentication ..................................................................................................................... 12 For multifunction printers only, equipped with badge or smart card systems .................... 12 3 Using HP Access Control secure printer functions (multifunction printers only) Overview ............................................................................................................................................ 14 Front Panel Navigation ..........
1 HP Access Control Secure Printing HP Access Control Printing Solutions is a set of solutions designed to help mitigate security and compliance risks, prevent fraud, protect data privacy, and enhance fleet management. This manual covers the following HP Access Control Printing Solutions: HP Access Control Secure Printing This solution delivers enhanced print security through authentication, authorization.
How it works Using HP Access Control is simple and easy. Follow the procedures outlined below. Multifunction printers - basic operation sequence 1. Authenticate (log in to the system) 2. Use secure printing functions 3. Sign out Single function printers - basic operation sequence 1. Authenticate 2.
At 9:00a.m., he writes a letter and prints it through HP Access Control Secure Printing. At 9:45a.m., he modifies a technical specification and prints it through HP Access Control Secure Printing. At 11:00a.m., he writes his latest meeting report and prints it through HP Access Control Secure Printing. All three of his documents are stored in a secure manner in the HP Access Control Secure Printing server. At noon he leaves for lunch, coming back at 1p.m.
Where to find more information If you need more information, please contact your system administrator. You will only need to contact your system administrator for certain specific operational problems described in this guide.
2 ENWW HP Access Control authentication 5
Overview This chapter describes how to identify yourself in order to use secure functions on single and multifunction printers. Authentication is a simple procedure which gives you access to secure HP Access Control printer functions. To authenticate, you will generally enter a PIN code on the printer front panel, or show your proximity badge or use your smart card.
Authenticating by entering a PIN code You have been given by your system administrator a unique number (PIN code) to identify yourself on printers and MFPs. That PIN code may be your employee number or a random number communicated by email. Multifunction printers with no badge or smart card system 1. Touch the desired secure MFP function button (for example, Copy or Fax). 2. You are prompted for an ID code. Enter your PIN code using the MFP numeric keypad, or use the touch screen keyboard.
Authenticating using a proximity badge Single function printers Instructions 1. Locate the reader by searching for the following image on the printer: To authenticate on a single function printer, hold your badge close to the reader. The reader light should be green, and the reader beeps when the badge is read. If there is no light or a steady or constantly blinking red light on the reader please contact your IT support. 2.
2. Locate the reader by searching for the following image on the MFP. To authenticate, hold your badge close to the badge reader. The reader light should be green, and the reader beeps when the badge is read. If there is no light or a steady or constantly blinking red light on the reader please contact your IT support. 3. Depending on your system’s configuration, you may be asked to enter a PIN code as an additional security. Enter the PIN code you defined during your enrollment procedure and touch OK.
It is also possible to walk up to the printer and access the authentication process by touching any of the MFP function buttons controlled by HP Access Control, such as Copy or Fax (what MFP function is secure depends on your system configuration). After touching a function button, depending on the configuration defined by your system administrator, you will either follow the procedure for badge authentication or for alternate authentication.
Authenticating using a smart card reader Multifunction printers with a smart card reader 1. Touch the button related to the function you need (such as Fax or Copy). 2. You see the message “Please insert your smart card…” on the MFP screen. 3. Locate the card reader attached to the printer. Fully insert your smart card in the card reader, and using the touch screen keyboard on the MFP screen, type your card password when requested.
Alternate Authentication For multifunction printers only, equipped with badge or smart card systems If you need to authenticate and you do not have a badge or smart card or have forgotten it, you can use the alternate authentication system if it is activated by the system administrator. Follow the steps below (if the Alternate Authentication function has been configured by your IT administrator): 1. Touch the desired secure MFP function button (for example, Copy or Fax). 2.
3 ENWW Using HP Access Control secure printer functions (multifunction printers only) 13
Overview This chapter covers instructions for some of the main HP Access Control secure functions of multifunction printers and the principal navigation buttons on the touch screen panel. Depending on your HP Access Control system configuration, one or more of your printer functions may be secure. To use a secure printer function, the system allows you to authenticate either before or after touching a secure function button (such as Copy or Fax).
Copying documents ENWW 1. Ensure the printer is loaded with paper. 2. Load the original document in the scanner according to your HP MFP instructions. 3. Authenticate using your badge (please refer to the instructions detailed in the “Authentication” section of this manual). When your name appears at the top of the screen, touch the Copy button on the touch screen. If the Copy button is not visible, use the Home key or the scroll navigation keys to navigate until you see the Copy button.
Faxing documents 16 1. Load the original document in the scanner according to your HP MFP instructions. 2. Authenticate using your badge (please refer to the instructions detailed in the “Authentication” section of this manual). When your name appears at the top of the screen, touch the Fax button on the touch screen. If the Fax button is not visible, use the Home key or the scroll navigation keys to navigate until you see the Fax button.
Scan to E-mail You need to authenticate to use the secure scan to e-mail function. You can authenticate either before or after touching the E-mail button. ENWW 1. Load the original document in the scanner according to your HP MFP instructions. 2. Authenticate using your badge (please refer to the instructions detailed in the “Authentication” section of this manual). When your name appears at the top of the screen touch the E-mail button on the touch screen.
18 Chapter 3 Using HP Access Control secure printer functions (multifunction printers only) ENWW
4 HP Access Control secure printing Depending on your system’s configuration, your printing actions will be processed by the HP Access Control system. This chapter provides instructions for securely printing and retrieving documents using the HP Access Control system.
Sending a secure print job to the printer (multifunction and single function printers) ● Your system administrator has configured a printer especially for HP Access Control Secure Printing, you need to print through it to benefit from HP Access Control Secure Printing features. ● To print a secure print job, proceed normally to print your documents: from your application, select Print, configure the printing job options, and click OK.
immediate deletion. To assign a print job to a specific department: ENWW 1. Click the radio button next to Department. 2. Type in or select from the drop-down list the department name. 3. If prompted, retype the department name in the “Confirm recipient:” field.
Releasing the print job (multifunction printers) To release a secure print job you first need to authenticate. This authentication occurs directly on the printer where the job will be released. 1. Ensure the printer is loaded with enough paper. 2. Authenticate (please refer to the instructions detailed in the “Authentication” section of this manual). When your name appears at the top of the screen, touch the “My Print Jobs” button on the front touch screen panel. 3.
Releasing the print job (single function printers) To release a secure print job, you first need to authenticate on the printer where the job will be released After authentication, your pending print jobs will be immediately decrypted and printed. For detailed instructions, see “Authenticating using a proximity badge - Single function printers” in Chapter 2.
24 Chapter 4 HP Access Control secure printing ENWW
5 Logging out of HP Access Control multifunction printers This chapter describes how to log out of HP Access Control multifunction printers. For security purposes, always log out after finishing your secure printer actions. In this way, you ensure that no one else will execute secure actions using your identity. Please note that the system will automatically log you out after a short period of inactivity, which is configured by your system administrator between 15 and 300 seconds.
Touching the “Sign Out” button 26 1. After you are logged in, the front panel displays a “Sign Out” button at the bottom right corner. Touch it to log out. 2. After a few seconds, your name disappears from the top of the screen and the initial “Please ID yourself…” message returns. 3. You have successfully logged out of the system.
Pressing the HP printer’s Reset button ENWW 1. Press the yellow Reset button on the printer keypad to log out. 2. After a few seconds, your name disappears from the top of the screen and the initial “Please ID yourself…” message returns. 3. You have successfully logged out of the system.
Pulling out your smart card ▲ 28 Remove your smart card from the reader. You are immediately logged out of the system.
6 HP Access Control enrollment For multifunction printers with proximity badge readers only ENWW 29
Overview This chapter describes the HP Access Control badge enrollment procedure for multifunction printers equipped with badge readers. Depending on your system configuration, you may first need to enroll your badge in the HP Access Control system. It allows you to easily link your proximity badge with your network identity.
Enrolling your badge 1. Locate the “Enroll me” button on the MFP front panel. If an “Enroll me” button is not visible on the display, locate the small arrow scroll keys on the far right of the touch screen panel. Touch the “down” arrow to scroll the display until you see an “Enroll me” button. 2. Touch the “Enroll me” button. 3. The network credentials login screen appears, featuring a title beginning with “Sign In > ” and the “User Name:” and “Password:” fields below. 4.
If the system does not recognize your login If there is a problem and the system does not recognize your entered network credentials, you will see a “Login Failed” message on the screen. 32 1. Touch OK. 2. To ensure that you did not make a mistake when entering your login or password, try repeating the enrollment procedure. 3. If the system still does not recognize your network credentials, please contact your system administrator.
Unenrolling your badge After you are enrolled, should you need to unenroll your badge ID from the system, in example if you lost your badge, please follow the instructions below. 1. If the “Enroll me” button is not visible on the display, locate the small arrow scroll keys on the far right of the touch screen panel. Touch the “down” arrow to scroll down the display until you see an “Enroll me” button. 2. Touch the “Enroll me” button. 3.
34 Chapter 6 HP Access Control enrollment ENWW
7 Front panel messages and troubleshooting When using HP Access Control Secure Printing you will see information and error messages on the front printer/MFP display. This chapter provides an explanation and follow-up instructions for each informational and error message.
Information messages Please ID yourself Cause Solution The printer is ready and waiting for you to identify yourself. Authenticate using either your badge or your smart card. Invalid ID, X tries left Cause Solution The supplied ID (PIN code, badge, smartcard, login/password) is not valid. You have X tries left before the printer disables the user login activity for a certain amount of time (defined by the administrator). After this locked period, the authentication returns to its normal state.
Error messages No ID List. Contact Admin Cause Solution The printer has not been initialized with a badge/user list and is not linked to an AD/LDAP or Print-PS authentication server. Please contact your system administrator. Corrupted IDs list. Contact Admin Cause Solution The list of users and IDs is corrupted. Please contact your system administrator. Chosen language not available Cause Solution HP Access Control Secure Printing is not correctly installed.
8. Regulatory Information FCC compliance statement – United States (English) USA Federal Communications Commission (FCC) compliance This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment.
DECLARATION OF CONFORMITY according to ISO/IEC 17050-1 and EN 17050-1 Manufacturer's Name: Hewlett-Packard Company Manufacturer's Address: 11311 Chinden Boulevard Boise, Idaho 83714-1021, USA DoC#: T1983AA-rel.1.
DECLARATION OF CONFORMITY according to ISO/IEC 17050-1 and EN 17050-1 Manufacturer's Name: Hewlett-Packard Company Manufacturer's Address: 11311 Chinden Boulevard Boise, Idaho 83714-1021, USA DoC#: T1981AA-rel.1.0 declares, that the product Product Name: 13.