Model: MX-FR52U Data Security Kit Operation Guide Thank you very much for purchasing the MX-FR52U Sharp data security kit. Please read this Operation Guide carefully to ensure correct use. Keep this Operation Guide in a safe place for future reference. It can be a useful guide if you are have any questions about using the data security kit, or if problems occur during use.
Warranty While every effort has been made to make this document as accurate and helpful as possible, SHARP Corporation makes no warranty of any kind with regard to its content. All information included herein is subject to change without notice. SHARP is not responsible for any loss or damages, direct or indirect, arising from or related to the use of this operation manual. © Copyright SHARP Corporation 2016. All rights reserved.
Introduction This manual provides instructions for using the data security kit "MXFR52U". This product adds a security function to the SHARP Digital Full-color Multifunctional System. When the copy, printer, or fax function of a SHARP Digital Full-color Multifunctional System with the security function is used, image data generated in each job is encrypted, and when the job is finished, the encrypted data is immediately erased from the hard disk.
Contents Introduction ..........................................................................................1 1. When the data security kit is installed ...........................................3 l Security settings of the data security kit .................................................... 4 l Document control function ........................................................................ 4 l Document Filing ....................................................................................
1 When the data security kit is installed When the data security kit is installed, the following icon appears on the touch panel. Tap the icon ( ) to display the next screen, and then tap the icon ( ) to view information on the data security kit. The following information on this product is displayed. "MX-FR52U Data Security Kit" When the data security kit is installed, data remaining in the machine is automatically erased after each job. When data clearing begins, the message "Data is being cleared.
When the data security kit is installed Security settings of the data security kit When the data security kit is installed, settings to enhance security of the machine can be added. For more information, see "Security settings" (page 13 of this manual). Document control function The document control function is used to embed a document control pattern on the paper when print jobs, copies, and received faxes are printed.
When the data security kit is installed Authority group registration screen When the data security kit is installed, the following items are added to the "Authority Group Registration" menu screen in the setting mode (administrator). This screen is displayed by selecting "Settings (Administrator)" > "User Control" > "Authority Group List".
When the data security kit is installed Protecting passwords When the data security kit is installed, passwords entered from the operation panel of the machine or the Web pages can be protected.
When the data security kit is installed n Encrypt PDF When a job is printed by encrypted PDF direct printing, the job will appear in the spool queue of the job status screen and a password must be entered to begin printing. If an incorrect password is entered 3 times in a row when the data security kit installed, the message "Operation is disabled. Please see your administrator for your assistance." will be displayed for 6 seconds and printing will be locked.
When the data security kit is installed n Login when user authentication is enabled When "User Authentication" in the setting mode (administrator) is enabled, login is required in the login screen before the machine can be used. When "A Warning when Login Fails" ("Settings (Administrator)" > "User Control" > "Default Settings") is enabled, if an incorrect password is entered 3 times in a row, login operations for the user who entered the incorrect password will be prohibited for 5 minutes.
When the data security kit is installed Restrictions on tandem copying and tandem printing Tandem copying and tandem printing operate as shown below based on the configuration of the master machine and slave machine (whether or not the data security kit is installed). n Tandem copying Slave machine Master machine Data security kit: Yes Data security kit: No Data security kit: Yes The tandem function can be used. Data is encrypted and cleared from both the master and slave machines.
When the data security kit is installed Security Settings in the FTP Pull Print Function When the machine is used as a network printer and the FTP Pull Print function is used, the data security kit enables authentication of the user by means of a "User Name" and "Password" for the FTP server. (The Pull Print function allows a file on a previously stored FTP server to be printed directly from the operation panel of the machine without using the printer driver.
When the data security kit is installed Transferring copied data When the data security kit is installed and the Web pages are used to copy data stored with the document filing function to a computer, the copied data can only be transferred back to the original machine from which it was copied. The data cannot be transferred to another machine even if the machine conditions are the same.
When the data security kit is installed About the lockout function When entering passwords, including administrator passwords, during user authentication, the number of incorrect password attempts is counted, and if the number of attempts reaches the specified number (three), the user account is locked, and the user is blocked from making any more attempts at authenticating their account until a period of five minutes has elapsed.
2 Security settings This section explains the "Security Settings" items that are added when the data security kit is installed. Using the security settings in the setting mode (administrator) Follow the procedure in "SYSTEM SETTINGS" of the User’s Manual (PC) to configure the settings in the setting mode (administrator). For explanations of each of the settings, see the following pages.
Security settings Settings added to the security settings When the data security kit is installed, settings related to security are added to the "Security Settings". Setting Clear Data Area Page 16 n Clear All Memory* 16 n Clear All Data in Jobs Completed List* 17 n Clear Document Filing Data* 18 n Clear Address Book and Registered Data 19 Security Control Explanation Use this to manually clear stored data from each area of the machine’s hard drive.
Security settings In addition, Security Settings include "SSL Settings" ("Security Settings" in "SYSTEM SETTINGS" of the User's Manual (PC)), "IPsec Settings" ("Security Settings" in "SYSTEM SETTINGS" of the User's Manual (PC)), "IEEE802.1X Settings" ("Security Settings" in "SYSTEM SETTINGS" of the User's Manual (PC)), "About security monitoring logs" (Page 25 of this manual), and "Document Control Setting" (Page 27 and the following pages of this manual).
Security settings Clear Data Area n Clear All Memory This program is used to manually clear all data saved in each area of the hard disk of the machine and in network storage. Note, however, that the following types of data are not cleared with this setting. Use "Clear Address Book and Registered Data" (page 19 of this manual) to clear the following types of data.
Security settings If you wish to cancel data clearing... Tap the [Cancel] key. The administrator password entry screen will appear. Enter the administrator password. As soon as the correct password is entered, data clearing will be canceled and the power will turn off briefly and then turn back on automatically. l Even 3 if data clearing is canceled, the data availability is not secured. Tap the [OK] key to restart the machine.
Security settings n Clear Document Filing Data This function is used to clear data stored using the document filing function. Data whose property is set to "Protect" or "Confidential" is also cleared. [File Data (Including protected/confidential files)] checkbox: Select this checkbox to clear all files stored using "File" in the main folder and in custom folders. [Quick File Data (Including protected files)] checkbox: Select this checkbox to clear all files stored using " Quick File ".
Security settings n Clear Address Book and Registered Data This function is used to clear the items indicated below, which cannot be cleared or initialized using "Clear All Memory" (page 16 of this manual) or "Restore Factory Defaults" ("Settings (Administrator)" > "Storing/Calling of System Settings" > "Restore Factory Defaults"). The following types of data can be cleared.
Security settings Security Control This system enables various settings such as setting the timing and the number of times data is automatically cleared and setting the items to prohibit operations and displays. n Data Area Clearance Settings You can set the number of times data clear is repeated, the repeat pattern, and the verification method for "Clear All Memory", "Clear Document Filing Data", "Clear All Data in Jobs Completed List", and "Clear Address Book and Registered Data". DoD 5220.
Security settings n Power Up Auto Clear This function is used to automatically clear all data in the machine when the power switch is turned on. The following types of data can be cleared. l All Memory l File Data (Including protected/confidential files) l Quick File Data(Including protected files) l Job Status Jobs Completed List Select the checkboxes of the data to be automatically cleared when the power switch is switched on. When you have finished selecting the checkboxes, tap the [Submit] key.
Security settings n Auto Clear at Job End These are the same settings as the Data Area Clearance Settings, and are used to specify the number of data clear repetitions performed by the auto clear function each time a job is completed. About the repeat setting When the repeat setting (number of repetitions) is increased to enhance the security function, the time required for data clearing increases.
Security settings n Disabling of List Print This program is used to disable printing of any of the following lists that are printed using "List Print (User)" in the setting mode (general). "Machine Status List", "Sending Address List", "Document Filing Folder List" Select the checkboxes of the lists for which you wish to disable printing. After selecting the desired checkboxes, tap the [Submit] key. The factory setting of every checkbox is unselected, which enables printing.
Security settings Setting a high level of security When this setting is enabled, the security-related settings of the device are all changed to a high level of security, and user authentication will become necessary for all functions. In addition, it will no longer be possible to change some security-related settings, and the functions of the machine may be limited. The main function constraints are as follows: l The user authentication function is always enabled.
Security settings About security monitoring logs Logs are created and saved for various events relating to security functions and settings. Monitoring logs are created and saved in English. However, setting values such as filenames which are input from external sources are saved as-is. Monitoring logs which have been saved in the internal storage can be exported by an administrator to a PC as TSV files.
Security settings n Saving and deleting monitoring logs These are only displayed when an administrator logs in. Saving and deleting monitoring logs can be carried out as follows. Tap "Settings (Administrator)" > "Security Settings" > "Audit Log" > "Save/ Delete Audit Log" on the operation panel. Select "Save" or "Delete". * This is not displayed when a high level of security has been set, when monitoring logs have been disabled, or when storage saving has been disabled.
3 Document Control Setting Document control The document control function is used to embed a document control pattern on the paper when a copy, print job, received fax, or list print is printed. If a person attempts to scan a document with an embedded document control pattern on a SHARP machine that has the document control function enabled, the message "Document control pattern is detected. This job is canceled." will appear and an e-mail will be sent to the administrator.
Document Control Setting Modes to which the document control function can be added The document control function can be used to print with an embedded document control pattern in the following modes: l Copy l Printer l Document Filing Print l Internet Fax Receive l Direct SMTP Receive l Fax Receive l List Print 28
Document Control Setting Enabling the document control function To enable the document control function, follow these steps. Tap "Settings (Administrator)" > "Security Settings" > "Security Control", and then make the settings in the document control pattern setting screen which is displayed. n Settings for printing files stored by document filing These settings are for printing the data of copy jobs and print jobs that have been stored on the machine's hard drive using the document filing function.
Document Control Setting n Settings related to Copy/Printer/Document Filing Print modes Settings related to copy, print, and document filing print modes can be configured in the "Copy", "Printer", and "Prints (Document Filing)" fields of the document control setting screen. Document Control Print Select (Select the printing method) Tap the select box items to select it. to display the list of items, and then tap one of the Not Printing: The document control pattern is not printed.
Document Control Setting n Settings related to Internet Fax Receive/Fax Receive/List Print modes Settings related to Internet fax reception, fax reception, and list print modes can be configured in the "Internet Fax Receive", "Fax Receive", and "List Print" fields of the document control setting screen. Document Control Print Select (Select the printing method) Tap the select box items to select it.
Document Control Setting Using the document control function When the document control function is used, a document control pattern is printed on the paper on which copies, print jobs, received faxes, and list prints are printed. n Pages on which a document control pattern is printed (all modes) l The document control pattern is printed on all pages output by a Sharp machine that has the document control function, including the back side of pages printed by 2-sided printing.
Document Control Setting n Using document control in copy mode Tap the [Others>>] key in copy mode. 1 Tap the [Document Control] key. The display of the [Document Control] key and the steps that follow vary depending on the settings configured for the document control setting. Settings for the document control function.
Document Control Setting n Using the document control function in printer mode l When [Always Print] is enabled in [Document Control Print Select] in the setting mode, a document control pattern is always printed. l If [Allow User to Select] is enabled, follow the procedure below to print a document control pattern. 1 Select the [Data Security Kit] checkbox in the initial settings screen (properties screen) of the printer driver.
Document Control Setting n Using the document control function in document filing mode After a file has been stored by document filing using the settings configured in "Document Control Setting", follow the steps below to print a document control pattern. (For information on using files stored by document filing, see the User’s Manual (PC).
Document Control Setting n Using the document control function in Internet Fax Receive/Fax Receive/List Print modes No special operation is required. When printing takes place, a document control pattern is embedded according to the document control function settings. n Body text commands for E-mail Direct Print The command below can be entered in the body text of a direct print email to specify whether or not a document control pattern is to be printed.
EX1
