INSTRUCTION MANUAL
© 2004 Konica Minolta Business Technologies, Inc. All rights Reserved.
Recycled paper is used for the inside pages of this book. 7145 Security 7145 control software version: 25.0000 and later Instruction Manual About the ROM version display function: The 7145 Control Software version can be confirmed by using the service administrator (CE) 25-mode ROM version display function. When you display the ROM version, the 7145 Control Software version and the boot ROM version will be displayed on the same line.
Table of Contents Security Functions ..............................................................................................................1 Enhanced Security Mode ....................................................................................................2 Description of Enhanced Security mode .................................................................................... 2 Data protected by Enhanced Security mode ........................................................................
Security Functions The 7145 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 instruction manual for each individual machine. Enhanced Security mode Use this mode if the machine is connected to a local area network, or to external networks through a telephone line or other means.
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. However in normal mode data is not completely deleted so it could be read through illicit means.
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. User data Data controlling the machine Data that is not protected in Enhanced Security mode When the machine is connected to PCs on a local network, passwords input in PCs are not subject to Enhanced Security mode.
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.
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. If data is accessed or tampered with in Enhanced Security mode, the Key Operator may not notice until he/she analyzes the audit log.
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. Image data saved in TIFF format and PDF format will be automatically and completely cleared (0 FILL) in the following order.
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. If a user ID is set along with a password in the User Box, that will further improve security.
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.
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. • If you enter an unrecognized user ID and touch the OK key, the warning message "User ID does not match" will appear.
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.
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 instruction manual for Fax mode and Print mode. 3. Follow steps 4 ~ 6 on pages 9 and 10 to display the Document List Screen.
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.
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.
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. Box Number Entry Screen will appear. 4.
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 instruction manual for Network/Scanner. • If the password already exists, it changes to default "********." Enter a new password.
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. • If fewer than 8 alphanumerical characters are entered and the OK key is touched, the password will not be accepted.
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. • 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.
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.
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. In Enhanced Security Mode, enter 8 alphanumerical characters and touch OK.
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. Turn Enhanced Security mode ON/OFF The following is an explanation of how to turn Enhanced Security mode ON/OFF. Procedure 1.
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.
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. Touch YES.
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.
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. The Key Operator Mode Screen will appear. 4. Touch 6. Document Folder.
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.
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.
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. Audit log report (All): All audit log entries to a maximum of 10,000 will be printed.
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). The Log Specification Setting Screen will appear.
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. Audit log report (latest 1000 logs) P.1 2004/01/14 16:31 40LA00003 TC: 55104 ROM Ver.
Key Operator Security Functions (continued) Table of items saved in audit log No. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 Operation ID Action ID CE authentication CE ID Key Operator authentication Key Operator ID Set/change Enhanced Security mode Key Operator ID Print audit log Key Operator ID Change/register CE password CE ID Change/register Key Operator password CE ID Create user box Box No. Change/register box password by Key Operator Box No. Delete user box Box No.
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. • Even if password authentication succeeded (OK), it shows whether a legitimate user created the action ID.
40LP97940-00
Recycled paper is used for the inside pages of this manual. Printed in China 2004.
