MX-FR20U MX-FR21U Data Security Kit Operation Guide Contents Introduction....................................................................................................................................2 When the data security kit is installed ...........................................................................................4 ● System settings of the data security kit ...................................................................................4 ● Document control function ...............
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 2010. All rights reserved.
Introduction The data security kit adds a security function to the SHARP Digital Full Color Printer/ SHARP Laser Printer. When the printer function of a SHARP Digital Full Color Printer/SHARP Laser Printer with the security function is used, the image data that is generated for the job is encrypted, and when the job is finished, the encrypted data is immediately erased from memory and the hard disk.
■ About passwords for the Web page If an incorrect "users" or "admin" password is entered 3 times in a row when attempting to access the Web pages of a machine that has the data security kit installed, access to pages that require entry of the "users" or "admin" password will be prohibited for 5 minutes. Some of the procedures for operating the machine change when the data security kit is installed.
1 When the data security kit is installed When the data security kit is installed, the icon appears on the display. When the data security kit is installed, data remaining in the machine is automatically erased after each job. When data clearing begins, the following message appears for 6 seconds*. * The duration of the message display can be changed with "Message Time Setting" in the system settings (administrator).
When the data security kit is installed Authority group registration screen When the data security kit is installed, [Security] is added to the "Authority Group Registration" menu screen in the Web page (administrator). This screen is displayed by selecting "User Control" > "Authority Group List". When this item is selected, the following screen appears. ● Print Hold Approval Setting When storing an authority group for user authentication, select whether or not print hold is allowed.
When the data security kit is installed ■ Confidential files of the print hold function If an incorrect password is entered 3 times in a row for a specific confidential file, the file will be locked. To unlock the file, use "Release Lock on Print-Hold Data Manipulation" (page 18 of this manual). ● All files with the same user name and password can be printed at once using the Batch Print feature of the print hold function ( ☞ Operation Guide "BATCH PRINTING" in "2. PRINTING".
When the data security kit is installed ■ FTP Pull Print When the FTP Pull Print function is used to directly print a file on an FTP server, a "User Name" and "Password" must be entered when the FTP server is selected. When the data security kit is installed, entry will be locked for 5 minutes if an incorrect "User Name" or "Password" is entered 3 times in a row.
When the data security kit is installed ■ Procedure for directly printing a file on an FTP server (when user authentication is enabled) Your user name and password must be entered following selection of the FTP server that contains the file to be printed from the display of the machine. When the FTP server is selected in step 2 of "DIRECTLY PRINTING A FILE ON AN FTP SERVER" in "2. PRINTING" in the Operation Guide, a screen will appear prompting you to enter your user name and password for the FTP server.
2 System settings This section explains system settings that are related to the security function. Using the System Settings (Administrator) Follow the procedure in "SYSTEM SETTINGS (ADMINISTRATOR)" in "3. SYSTEM SETTINGS" of the Operation Guide to configure the settings in the system settings (administrator). For explanations of each of the settings, see the following pages.
System settings Page Setting Explanation Enable/Disable Settings Setting for Print-Hold Disabling 16 Disabling of List Print 16 Disabling of Print Jobs Other Than Print Hold Job 17 Set the items that you wish to disable. Use this to disable specific operations to prevent the output of sensitive document data. Jobs Completed List Display Setting 17 Use this to select whether or not the job status completed job screen is displayed.
System settings Data Clearance Settings ■ Clear All Memory This program is used to manually clear all data from the memory and hard disk of the machine. Note, however, that the certain types of data are not cleared with this setting. Use "Clear User List Data" (page 13 of this manual) to clear the following types of data.
System settings If you wish to cancel data clearing... Select 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 stop and the power will turn off briefly and then turn back on automatically. Note that any data cleared prior to entry of the password will not be restored. [Clear screen 3] The confirmation message "Clearing memory has been completed. Reboot is implemented." will appear.
System settings ■ Clear User List Data This function is used to clear User Information, which cannot be cleared or initialized using "Clear All Memory" (page 11 of this manual) or "Restore Factory Defaults" (➞ System Settings (Administrator) > "Storing/Calling of System Settings" > "Restore Factory Defaults"). Step 1: Select the checkbox of each item by placing a check mark. Step 2: Select the [Clear User List Data] key. A confirmation message prompting you to select "Yes" or "No" will appear.
System settings ■ 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. ● All Memory ● Print Hold Data(Including protected/confidential files) ● 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, select the [OK] key. No checkboxes are initially selected.
System settings ■ Clearance Time Settings To further strengthen the security settings, you can have data clearing repeated a set number of times in each area. Select the select box of each item and select the number of times that you wish data clearing to be repeated. When finished, select the [OK] key.
System settings Enable/Disable Settings ■ Setting for Print-Hold Disabling This program is used to restrict the filing modes of the print hold function. ● Select the checkboxes of filing modes that you wish to disable. When you have finished selecting the checkboxes, select the [OK] key. ● The property of a file that is already stored cannot be changed to a disabled filing mode in the Web page.
System settings ■ Disabling of Print Jobs Other Than Print Hold Job Printing in print mode other than from the operation panel of the machine can be prohibited. This setting can be used to prevent sensitive documents left on the output tray from being taken by a third party, which could result in the leaking of sensitive information. ● To prohibit printing other than from the operation panel, select the checkbox. To print when the prohibit setting has been selected, follow the steps below.
System settings Job Status Display Setting You can select whether or not filenames of print jobs are displayed in the job status screen of the display. If you do not want to display this information, select the appropriate checkboxes. Release Lock on Print-Hold Data Manipulation This function is used to release print hold files and encrypted PDF files, that are locked due to the entry of an incorrect password.
3 Document Control Setting Document control The document control function is used to embed a document control pattern on the paper when print job 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. This prevents secondary copying and faxing of sensitive documents.
Document Control Setting Enabling the document control function To enable the document control function, follow these steps. Press the [SYSTEM SETTINGS] key, then select the [Security Settings] key, and the [Document Control Setting] key to display the document control settings screen, and configure the settings. When finished, select the [OK] key.
Document Control Setting ■ Settings related to Print Settings related to print mode can be configured in the "Print" field of the document control setting screen. ● Document Control Print Select (Select the printing method) Select the select box to display the list of items, and then select one of the items. Not Printing: The document control pattern is not printed. Always Print: The document control pattern is always printed.
Document Control Setting ■ Settings related to List Print mode Settings related to list print mode can be configured in the "List Print" field of the document control setting screen. ● Document Control Print Select (Select the printing method) Select the select box to display the list of items, and then select one of the items. Not Printing: The document control pattern is not printed. Always Print: The document control pattern is always printed.
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 print jobs are printed. ■ Pages on which a document control pattern is printed ● 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 ■ Using the document control function in List Print mode No special operation is required. When printing takes place, a black and white document control pattern is embedded according to the document control function settings in the system settings. ■ Body text commands for E-mail Direct Print The command below can be entered in the body text of a direct print e-mail to specify whether or not a document control pattern is to be printed.
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