Kyocera ECOSYS M3040dn User manual

Data Security Kit(E)

OPERATION GUIDE

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Introduction

This Operation Guide explains the procedures for installing and operating

the optional Data Security Kit (E) (hereinafter called Security Kit) and the

procedure for system initialization.

Instructions for General Users (for Both General Users and

Administrators)

• Security Kit Functions .........................................................................2

• Message Display After the Security Kit is Installed.............................3

Instructions for Administrators (for Those in Charge of Installation

and Operation of the Security Kit)

• Installing the Security Kit.....................................................................4

• Changing Data Security Functions......................................................4

• Warning Message ...............................................................................7

Security Kit Functions

The security kit enables overwriting and encryption.

Overwriting

The MFP temporarily stores print jobs as data in the SSD, and prints from

that data. Users can also store various types of data in the SSD. As the

data storage area used for such data remains in the SSD as is until it is

overwritten by other data, the data stored here remains restorable using

special tools for undesirable use.

The security kit deletes and overwrites (hereinafter collectively referred to

as overwrite(s)) the unneeded data storage area used for the output data

or deleted data to ensure that data cannot be restored.

Overwriting is performed automatically, without user intervention.

Encryption

The MFP stores Custom Box and Job Box data in the SSD. It means the

data could be possibly leaked or tampered with if the SSD is stolen.

The security kit encrypts data before storing it in the SSD. It guarantees

higher security because no data cannot be decoded by ordinary output or

operations.

Encryption is automatically performed and no special procedure is

required.

Functions of Security Kit

Instructions for General Users (for Both General Users and Administrators)

Note When you cancel a job, the MFP immediately starts

overwriting the data that has been already stored in the SSD.

CAUTION Encryption helps enhance security. However, data stored

in a Custom Box or Job Box can be decoded by the normal printing

operation. Never store confidential data in a Custom Box or Job Box.

Security Kit

SSD

Print Jobs

1. Overwrite unneeded area of data.

2. Encryption ( ) / Decoding ( )

Message Display After the Security Kit is

Installed

When the security kit has been installed and is running properly,

Overwriting... appears in the message display while unneeded data

is being overwritten.

Overwriting...

2013/10/10 10:10

[ Quiet ] [ScanRes.]

CAUTION Do not turn the power switch off during overwriting. It

may crash the SSD.

Note If you turn the MFP off at the power switch during

overwriting, data may not be overwritten completely from the

SSD. Turn the MFP back on at the power switch. Overwriting

automatically resumes.

Installing the Security Kit

The Security Kit Contents

The security kit package includes:

• License Certificate

• Installation Guide (for service personnel)

Before Installation

• The system will be initialized during installation of the security kit. This

means that the data stored in the SSD will be all overwritten. Special

attention should be given if you install the security kit on the MFP

currently used.

Installation

Installation of the security kit should be performed by the service

personnel.

The only thing required by the administrator during the installation is to

enter the encryption code.

Encryption Code

An encryption code of 8 alphanumeric characters (0 to 9, A to Z, a to z)

to encrypt data needs to be entered. By default, the code is set 00000000.

As an encryption key is then created from this code, it is safe enough to

continue using the default code.

After Installation

After installing the security kit, you can change the security password.

The changes could be given as required, either at installation or later.

Refer to page 4 for the procedures.

Changing Data Security Functions

Enter the security password to change data security functions.

1Press [System menu/Counter].

2Press or to select System/Network, and then press [OK].

Instructions for Administrators (for Those in Charge of Installation and Operations

of the Security Kit)

CAUTION Be sure to remember the encryption code you entered. If

you need to enter the encryption code again for some reason and

you do not enter the same encryption code, all the data stored on the

SSD will be overwritten as a security precaution.

3The Login screen appears.

4With the Login User Name entry field selected, press [OK]. The

5Enter the Login User Name using the numeric keys then press [OK].

The log in screen reappears.

6Press or to select the Login Password entry field.

7Press [OK]. The Login Password entry screen is displayed.

8Enter the Login Password using the numeric keys then press [OK].

The log in screen reappears.

9Pressing [Login] ([Right Select]). If the entered Login User Name

and Login Password are correct, the System/Network menu screen

appears.

Press or to select Data Security.

/******************-

[ Login ]

Note When user login administration is set:

• When logged in as an administrator, the log in screen is not

displayed and the System/Network menu screen is

displayed.

• The setting is not possible when logged in as anyone other

than an administrator. Log in again as an administrator.

ABC

[ Text ]

Note The initial setting for the administrator's Login User Name

is "Admin".

For details on entering characters, refer to the Operation Guide.

Admin

/******************-

[ Login ]

ABC

[ Text ]

Admin

/******************-

[ Login ]

●●●●●

Note The initial setting for the administrator's Login Password is

"Admin".

Press [OK]. The Data Security screen appears.

Changing Security Password

You can customize the security password so that only the administrator

can use the security kit.

1In the Data Security menu, press or to select SSD

Initializ..

2Press [OK]. The SecurityPassword entry screen appears.

3Enter the Security Password using the numeric keys.

4Press [OK]. If the Security Password entered is correct, the SSD

Initializ. menu screen appears. If the Security Password

entered was not correct, Incorrect password is displayed and

the SecurityPassword screen reappears. Enter the correct Security

Password.

5In the SSD Initializ. menu, press or to select Security

Passwd.

6Press [OK]. The New Password entry screen appears.

7Enter the new Security Password using the numeric keys.

The security password must be 6 alphanumeric characters.

8Press [OK]. The Confirm Password entry screen appears.

Data Security:

********************-

DataSanitization

[ Exit ]

SSD Initializ.

SecurityPassword:

ABC

[ Text ]

Note The initial setting for the Security Password is

"000000".

SSD Initializ.:

********************-

Initialization

[ Exit ]

Security Passwd

New Password:

ABC

[ Text ]

CAUTION Avoid any easy-to-guess numbers for the security

password (e.g. 111111 or 123456).

Confirm Password:

ABC

[ Text ]

9To confirm, re-enter the security password to be registered. Enter the

new Security Password using the numeric keys.

10Press [OK]. If the Security Password entered matches then the

password is changed to the new password and the SSD

Initializ. menu reappears.

If the password does not match, Incorrect password is displayed

and the New Password screen reappears. Enter again from the new

Security Password.

System Initialization

Overwrite all the data stored in the SSD when disposing of the MFP.

1In the SSD Initializ. menu, press or to select Initialization.

2Press [OK]. A confirmation message is displayed.

3Press [Yes] ([Left Select]). Initialization starts.

If you do not wish to initialize, press [No] ([Right Select]). The SSD

Initializ. menu reappears.

4When the initialization is finished Task is completed. is

displayed. Turn the power switch off and then on.

Warning Message

If the encryption code information of the MFP has been lost for some

reason, the screen shown here appears when the power is turned on.

1Enter the encryption code that was entered during installation of the

security kit.

2Press [OK]. Processing starts.

3When the Task is completed. screen appears, turn the power

switch off and then on.

IMPORTANT If you accidentally turn the power switch off during

initialization, the SSD might possibly crash or initialization might fail.

System Initialization

will start.

Are you sure?

[ Yes ] [ No ]

Encryption Code:

••••••••

ABC

[ Text ]

CAUTION Even though entering a different encryption code can

also enable continuation of a job, this will overwrite all the data

stored in the SSD. Exercise extreme caution when entering an

encryption code.

The encryption code is not the same as the security password.

2014.2

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