OKI | C530dn | Security Guide | Security Guide.book

Security Guide.book
Security Guide
security
PREFACE
Every effort has been made to ensure that the information in this document is complete,
accurate, and up-to-date. The manufacturer assumes no responsibility for the results of
errors beyond its control. The manufacturer also cannot guarantee that changes in software
and equipment made by other manufacturers and referred to in this guide will not affect
the applicability of the information in it. Mention of software products manufactured by
other companies does not necessarily constitute endorsement by the manufacturer.
While all reasonable efforts have been made to make this document as accurate and helpful
as possible, we make no warranty of any kind, expressed or implied, as to the accuracy or
completeness of the information contained herein.
Copyright © 2009 Oki Europe Ltd. All rights reserved.
Oki is a registered trademark of Oki Electric Industry Company, Ltd.
Oki Printing Solutions is a registered trademark of Oki Data Corporation.
Microsoft, MS-DOS and Windows are registered trademarks of Microsoft Corporation.
Apple, Macintosh, Mac and Mac OS are registered trademarks of Apple Computer.
Other product names and brand names are registered trademarks or trademarks of their
proprietors.
Preface > 2
CONTENTS
Preface . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2
Contents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3
Notes, cautions and warnings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Document security . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5
Setting the security . . . . . . . . . . . . . . . . . . . . .
Accessing the web page . . . . . . . . . . . . . . . . .
Adjusting the security settings . . . . . . . . . . . .
Protocol on/off . . . . . . . . . . . . . . . . . . . . .
Panel lockout . . . . . . . . . . . . . . . . . . . . . .
IP filtering . . . . . . . . . . . . . . . . . . . . . . . .
MAC address filtering . . . . . . . . . . . . . . . . .
SSL/TLS . . . . . . . . . . . . . . . . . . . . . . . . . .
IPSec . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Password configuration . . . . . . . . . . . . . . .
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Using the printer security features . . . . . . . . . . . .
Secure printing . . . . . . . . . . . . . . . . . . . . . . . . . .
Sending the document . . . . . . . . . . . . . . . . . . .
Printing the document . . . . . . . . . . . . . . . . . . .
Deleting a secure print document . . . . . . . . . . .
Store to storage device . . . . . . . . . . . . . . . . . . . .
Sending the document . . . . . . . . . . . . . . . . . . .
Printing the document . . . . . . . . . . . . . . . . . . .
Deleting a stored document . . . . . . . . . . . . . . .
Encrypted secure printing. . . . . . . . . . . . . . . . . . .
Sending the document . . . . . . . . . . . . . . . . . . .
Printing the document . . . . . . . . . . . . . . . . . . .
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Contents > 3
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NOTES, CAUTIONS AND WARNINGS
NOTE
A note provides additional information to supplement the main text.
CAUTION!
A caution provides additional information which, if ignored, may
result in equipment malfunction or damage.
WARNING!
A warning provides additional information which, if ignored, may
result in a risk of personal injury.
Specifications subject to change without notice. All trademarks acknowledged.
Notes, cautions and warnings > 4
DOCUMENT SECURITY
Document security can be breached in many ways. Some are obvious and can be remedied
quite easily;
>
Unattended documents left in a printer’s output tray. Even one connected “one-toone” with a computer.
>
Worse still, unattended documents left in a networked printer’s output tray, for all to
see!
>
Personnel possessing confidential documents off-site.
Other security risks may not be so obvious.
As printers and multi-function products become more sophisticated so must the security
measures to ensure your valuable data is kept secure.
If left unprotected, access to records can be achieved via a networked machine. On-board
storage devices may contain confidential data such as PIN numbers, personnel names and
IP addresses as well as raw text.
Your machine has a number of valuable features which, when enabled, reduce the risk of
security breaches.
The following chapters guide you through the initial set up and also explain how you use
the secure printing features.
GLOSSARY
IP
Internet Protocol
MAC Address
Media Access Control Address
PIN
Personal Identification Number
SSL
Secure Sockets Layer
TLS
Transport Layer Security
Storage device
Hard disk drive (HDD) or SD card
Document security > 5
SETTING THE SECURITY
Although, in most cases, it is possible to program your machine via the operator panel, the
most effective way is via the web page.
NOTE
Example screenshots are used throughout this manual and as such may not
represent the screens displayed for your machine. Some of the features shown
on the example screenshots may not be available on your machine.
ACCESSING THE WEB PAGE
Type the IP address of the machine in the URL field of your browser and then press Enter.
The machine web page appears. For example: http://10.18.207.15
Setting the security > 6
ADJUSTING THE SECURITY SETTINGS
You must log on as the administrator to adjust the security settings.
NOTE
The Administrative Settings are blocked by a password. Refer to your user
documentation for the factory default settings.
It is recommended that the system administrator creates a new password,
refer to “Password configuration” on page 15.
1.
Click Administrator Login.
2.
Enter the correct user name and password.
3.
Click Login.
The initial administration entry screen is displayed.
Setting the security > 7
4.
Click Skip to navigate to the main menu page.
5.
From the left hand menu select Security.
Refer to the following chapters for instructions on how to set your security preferences.
NOTE
High level instructions are given, for more details refer to the information on
screen.
Setting the security > 8
PROTOCOL ON/OFF
To set up the security protocol:
1.
From the left hand panel select Protocol ON/OFF.
2.
From the drop down menus select ENABLE / DISABLE as appropriate.
3.
Input the port numbers as appropriate.
4.
Click Submit to save the changes or Cancel to exit.
Setting the security > 9
PANEL LOCKOUT
To activate the lockout facility on the printer control panel:
1.
From the left hand panel select Panel Lockout.
2.
From the drop down menu select LOCK.
3.
Click Submit to save the changes or Cancel to exit.
Setting the security > 10
IP FILTERING
To enable IP filtering:
1.
From the left hand panel select IP Filtering.
2.
From the drop down menu select ENABLE.
3.
Input the range of host IP addresses and set permissions in the main table.
4.
Click Submit to save the changes or Cancel to exit.
Setting the security > 11
MAC ADDRESS FILTERING
To enable MAC address filtering:
1.
From the left hand panel select MAC Address Filtering.
2.
From the drop down menu select ENABLE.
3.
From the second drop down menu select ACCEPT.
4.
Input the MAC addresses in the main table.
5.
Click Submit to save the changes or Cancel to exit.
Setting the security > 12
SSL/TLS
To enable SSL/TLS encryption:
1.
From the left hand panel select SSL/TLS.
2.
From the drop down menu select ENABLE.
NOTE
Click icon for an explanation of the options available.
3.
Click the Cipher Level Setting link.
4.
Select the level setting from the drop down menu options:
> Strong
> Standard
> Weak
5.
Click OK to confirm.
6.
Select the required option from Step 2: Create a Certificate.
NOTE
Click icon for an explanation of the options available.
7.
Input the required information into the main table.
8.
If required, update the following information:
> Key Exchange Method
> Key Size
9.
Click OK to save the changes or Cancel to exit.
Setting the security > 13
IPSEC
To enable IPSec encryption:
1.
From the left hand panel select IPSec.
2.
From the drop down menu select ENABLE.
3.
Enter valid IP Addresses in the STEP2. IP Address Settings table.
4.
Update the Phase 1 Proposal Settings as required.
5.
Enter the Pre-Shared Key Settings (max. 64 characters).
6.
Update the Key PFS Settings as required.
7.
Update the Phase 2 Proposal Settings as required.
8.
Click Submit to save the changes or Cancel to exit.
Setting the security > 14
PASSWORD CONFIGURATION
To change the administrator password:
1.
From the left hand panel select Admin Password.
2.
Enter your new password.
3.
Enter your new password again to confirm.
4.
Click Submit to save the changes or Cancel to exit.
To change the network password:
1.
From the left hand panel select Change Network Password.
2.
Enter your new password.
3.
Enter your new password again to confirm.
NOTE
Maximum 15 characters.
4.
Click Submit to save the changes or Cancel to exit.
Setting the security > 15
USING THE PRINTER SECURITY FEATURES
NOTE
Example screenshots are used throughout this manual and as such may not
represent the screens displayed for your machine. Some of the features shown
on the example screenshots may not be available on your machine.
SECURE PRINTING
Secure printing allows you to print confidential documents on machines that are shared
with other users in a network environment.
The document does not print until a PIN (Personal Identification Number) is entered
through the control panel. You must go to the machine and enter the PIN.
This feature requires a storage device option to be fitted to your machine and enabled in
the printer driver.
If there is not enough space for the spooled data, a “Disk Full” message displays, and only
one copy prints.
NOTE
1. The secure printing feature may not be available from within some PC
applications.
2. This feature is not supported on Mac OS X.
If your application software has a collate print option, turn it off otherwise secure printing
will not work.
There are three parts in secure printing:
>
“Sending the document” on page 17
>
“Printing the document” on page 18
>
“Deleting a secure print document” on page 19
NOTE
The menu buttons on your machine’s control panel vary depending on the
model.
For illustration purposes we will demonstrate the Printing and Deleting
procedures using the +/- and Enter buttons; your machine may have Up/
Down and Return arrow buttons instead however the procedure is identical.
If your machine has a touch screen and numerical keypad buttons, the
principle is basically the same; press the Print button to access the print
menu options. There are on-screen instructions to guide you through the
process.
Using the printer security features > 16
SENDING THE DOCUMENT
1.
If using the PCL driver, in the Setup tab choose any saved driver settings you wish
to use.
2.
In the driver’s Job Options tab, click Secure Print.
The Job PIN (Personal Identification Number) window opens.
Printing Preferences
3.
If the PIN window does not open, click the PIN button.
4.
In the Job PIN window, enter a name for this print job.
The name may be up to 16 alpha-numeric characters.
5.
If you would like a prompt at the machine for the job name, click the Request…
check box below the name entry.
6.
Enter a number from 0000 to 9999 in the PIN box.
Your PIN must be unique on this machine. Each user should be allocated a PIN by the
system administrator.
7.
Click OK to accept your changes.
NOTE
Leave the number of copies set to one. You can increase the copy count from
the operator panel when you print the document.
8.
Click OK to close the Printer Properties window.
9.
Print your document.
The print job will be sent to the machine, but will not print at this time.
Using the printer security features > 17
PRINTING THE DOCUMENT
NOTE
The menu buttons on your machine’s control panel will vary depending on the
model.
For illustration purposes we will demonstrate the following procedure using
the +/- and Enter buttons; your machine may have Up/Down and Return
arrow buttons instead however the procedure is identical.
If your machine has a touch screen and numerical keypad buttons, the
principle is basically the same; press the Print button to access the print
menu options. There are on-screen instructions to guide you through the
process.
Your secure print job is printed using the control panel on the front of the machine.
1.
When the machine is idle, use the +/- buttons to select the PRINT JOB menu, then
press ENTER.
2.
Select ENCRYPTED/STORED JOB.
3.
Use the +/- buttons to enter your PIN. Press ENTER after each digit.
4.
If necessary, use the +/- buttons to highlight the PRINT option.
5.
Press ENTER to confirm you wish to print the document.
6.
Use the +/- buttons to select the number of collated copies you require.
7.
Press ENTER to print your document.
NOTE
It is also possible to print and delete secure documents remotely from your PC
using the Storage Device Manager utility.
Using the printer security features > 18
DELETING A SECURE PRINT DOCUMENT
NOTE
The menu buttons on your machine’s control panel will vary depending on the
model.
For illustration purposes we will demonstrate the following procedure using
the +/- and Enter buttons; your machine may have Up/Down and Return
arrow buttons instead however the procedure is identical.
If your machine has a touch screen and numerical keypad buttons, the
principle is basically the same; press the Print button to access the print
menu options. There are on-screen instructions to guide you through the
process.
If you change your mind about printing a secure document, you can delete it from the
machine’s storage device without printing it first.
1.
Follow steps 1 to 3 in the above procedure for printing the document.
2.
Use the +/- buttons to highlight the DELETE option and press ENTER.
3.
If necessary, use the +/- buttons to highlight the YES choice, and press ENTER to
confirm the deletion.
Your document is deleted from the machine’s storage device without printing.
NOTE
It is also possible to print and delete secure documents remotely from your PC
using the Storage Device Manager utility.
Using the printer security features > 19
STORE TO STORAGE DEVICE
This feature allows print jobs to be created on the PC and stored on the machine’s storage
device for printing on demand. This is good for forms, generic memos, letterhead,
stationery, etc.
If you use this feature for standard forms, for example, you can walk up to the machine at
any time and print off your forms without having to re-send them from the PC.
This feature works in exactly the same way as the secure printing feature described earlier
in this chapter, and is available only in the Windows PostScript and PCL drivers. The
difference with job spooling is that the document is not automatically deleted from the
machine’s storage device after printing. It remains there for future use until you delete it
from the Printer Control Panel or from your PC with the Storage Device Manager utility.
NOTE
1. If this choice does not appear in the driver screens, or if it is greyed out,
check to ensure that the storage device is enabled in the printer driver.
2. This feature is not supported on Mac OS X.
Like the secure printing feature, there are three activities in job spooling:
>
Sending the document
>
Printing the document
>
Deleting a stored document
SENDING THE DOCUMENT
Follow the same procedures as described in the section “Sending the document” on page 17
for sending a secure document, except that on the Job Options tab in step 2, click:
> Store to HDD if you have a hard disk drive installed
> Store to SD if you have an SD card installed
Printing Preferences
PRINTING THE DOCUMENT
Follow the same procedures as described in “Printing the document” on page 18 for printing
a secure document. In this case the document will not be deleted from the storage device
after it has been printed.
Using the printer security features > 20
DELETING A STORED DOCUMENT
Follow the procedure as described in “Deleting a secure print document” on page 19 for
deleting a secure print document.
Like secure print documents, any other documents stored on the machine’s storage device
can also be deleted remotely from the PC using the Storage Device Manager utility.
ENCRYPTED SECURE PRINTING
Security over the network is an increasing concern for some organisations. Encrypted
secure printing allows you to send, store and print confidential documents on machines that
are shared with other users in a network environment.
Encrypting your documents before sending them to your machine will prevent unauthorised
personnel accessing confidential or sensitive information.
Print jobs are encrypted immediately before transmission to the machine, where they are
stored in an encrypted format on the storage device. The documents will remain stored and
unprinted until an authorised user authenticates the print job; decryption only happens
when the job is actually printing.
This feature requires a storage device to be installed in your machine and enabled in the
printer driver.
NOTE
1. The secure printing feature may not be available from within some PC
applications.
2. This feature is not supported on Mac OS X.
If your application software has a collate print option, turn it off otherwise encrypted
printing may not work.
As deletion is automatic, there are only two activities in encrypted secure printing:
>
Sending the document
>
Printing the document
SENDING THE DOCUMENT
1.
If using the PCL driver, in the Setup tab choose any saved driver settings you wish
to use.
2.
In the driver’s Job Options tab, click Encrypted Secure Print.
The Encrypted Secure Print window opens.
Printing Preferences
Using the printer security features > 21
3.
In the Encrypted Secure Print window, enter a Password for this print job:
The password must be between 4 and 12 alpha-numeric characters. Numbers 1 to 9
and letters a to z are all valid.
4.
If you would like a prompt at the machine for the job password, click the Always
ask for password checkbox below the password entry.
5.
Select the required erase option for your print job:.
If you have a hard disk installed, select from the following options:
> No overwrite: deletes the job from the hard disk but doesn't overwrite with
data. This option is faster but less secure as the print data may be recovered.
> Zero out once: deletes the job from the hard disk and overwrites with zeros.
This option is more secure than "No overwrite" but it may still be possible to
reconstruct the print job from the hard disk.
> Multiple Random Overwrites: deletes the job from the hard disk and
overwrites it three times. This option is the slowest but the most secure.
If you have an SD Card installed, select from the following options:
> No overwrite: deletes the job from the SD card but doesn't overwrite with data.
This option is faster but less secure as the print data may be recovered.
> Zero out once: deletes the job from the SD card and overwrites with zeros. This
option is more secure than "No overwrite".
6.
Select the Auto Erase Time-out period.
Specify a period of time (hours:minutes) during which the print job is stored in the
machine’s storage device. When this period expires, the print job is automatically
erased from the storage device.
7.
Click OK to accept your changes.
8.
Click OK to close the Printer Properties window.
9.
Print your document.
PRINTING THE DOCUMENT
Follow the same procedures as described in the section “Printing the document” on page 18
for printing a secure document.
In this case you will enter your password, and the document will be erased from the storage
device depending on the options you specified in Sending the document, step 5 “Select the
required erase option for your print job:.” on page 22 when sending the document to print.
Using the printer security features > 22
Oki Europe Limited
Blays House
Wick Road
Egham
Surrey TW20 0HJ
United Kingdom
Tel: +44 (0) 208 219 2190
Fax: +44 (0) 208 219 2199
www.okiprintingsolutions.com
07087001 iss.4
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