Konica Minolta bizhub 423 User Manual

							User’s Guide  [Security Operations]
http://konicaminolta.com
Copyright
2010A1UD-9610B-00
2010. 6
Ver. 1.00
A1UD-9610B-00  BK
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Contents
1 Security
1.1 Introduction .....................................................................................................................................  1-2
Compliance with the ISO15408 Standard ......................................................................................... 1-2
Operating Precautions ....................................................................................................................... 1-2
INSTALLATION CHECKLIST.............................................................................................................. 1-3
1.2 Security Functions ..........................................................................................................................  1-4
Check Count Clear Conditions .......................................................................................................... 1-4
1.3 Data to be Protected ......................................................................................................................  1-5
1.4 Precautions for Operation Control ................................................................................................  1-6
Roles and Requirements of the Administrator ................................................................................... 1-6
Password Usage Requirements ........................................................................................................ 1-6
Network Connection Requirements for the Machine......................................................................... 1-7
User information control server control requirements ....................................................................... 1-7
Security function operation setting operating requirements.............................................................. 1-7
Operation and control of the machine ............................................................................................... 1-7
Machine Maintenance Control ........................................................................................................... 1-7
1.5 Miscellaneous..................................................................................................................................  1-8
Password Rules ................................................................................................................................. 1-8
Precautions for Use of Various Types of Applications....................................................................... 1-8
Encrypting communications .............................................................................................................. 1-9
IPP printing ........................................................................................................................................ 1-9
Items of Data Cleared by Overwrite All Data Function .................................................................... 1-10
Fax functions.................................................................................................................................... 1-11
Bluetooth communication ................................................................................................................ 1-11
2 Administrator Operations
2.1 Accessing the Administrator Settings ..........................................................................................  2-2
2.1.1 Accessing the Administrator Settings ................................................................................................ 2-2
2.1.2 Accessing the User Mode .................................................................................................................. 2-4
2.2 Enhancing the Security Function...................................................................................................  2-8
2.2.1 Items cleared by HDD Format ......................................................................................................... 2-10
2.2.2 Setting the Enhanced Security Mode .............................................................................................. 2-10
2.3 Preventing Unauthorized Access ................................................................................................  2-13
Setting Prohibited Functions When Authentication Error ................................................................ 2-13
2.4 Canceling the Operation Prohibited State ..................................................................................  2-15
Performing Release Setting ............................................................................................................. 2-15
2.5 Setting the Authentication Method .............................................................................................  2-17
2.5.1 Setting the Authentication Method .................................................................................................. 2-17
2.5.2 Setting the External Server .............................................................................................................. 2-19
2.6 ID & Print Setting Function...........................................................................................................  2-21
Setting ID & Print.............................................................................................................................. 2-21
2.7 System Auto Reset Function .......................................................................................................  2-23
Setting the System Auto Reset function .......................................................................................... 2-23
2.8 User Setting Function ...................................................................................................................  2-25
Making user setting.......................................................................................................................... 2-25
2.9 Account Track Setting Function ..................................................................................................  2-31
Making account setting.................................................................................................................... 2-31
2.10 User Box Function ........................................................................................................................  2-36
2.10.1 Setting the User Box ........................................................................................................................ 2-36
2.10.2 Changing the user attributes and account attributes ......................................................................
 2-42
2.11 Changing the Administrator Password .......................................................................................  2-48
Changing the Administrator Password ............................................................................................ 2-48
2.12 Protecting Data in the HDD ..........................................................................................................  2-50
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2.12.1 Setting the Encryption Key (encryption word) ................................................................................. 2-50
2.12.2 Changing the Encryption Key .......................................................................................................... 2-56
2.13 Overwrite All Data Function .........................................................................................................  2-58
Setting the Overwrite All Data function ............................................................................................ 2-58
2.14 SSL Setting Function ....................................................................................................................  2-60
2.14.1 Device Certificate Setting ................................................................................................................ 2-60
2.14.2 SSL Setting ...................................................................................................................................... 2-62
2.14.3 Removing a Certificate..................................................................................................................... 2-63
2.15 S/MIME Communication Setting Function .................................................................................  2-64
2.15.1 Setting the S/MIME Communication ............................................................................................... 2-64
2.15.2 Registering the certificate ................................................................................................................ 2-68
2.16 SNMP Setting Function ................................................................................................................  2-70
2.16.1 Changing the auth-password and priv-password ........................................................................... 2-70
2.16.2 SNMP access authentication function............................................................................................. 2-77
2.16.3 SNMP v3 setting function ................................................................................................................ 2-77
2.16.4 SNMP network setting function ....................................................................................................... 2-78
2.17 WebDAV Function .........................................................................................................................  2-79
Setting the WebDAV Server Password ............................................................................................ 2-79
2.18 PC-Fax RX Setting Function ........................................................................................................  2-83
PC-Fax RX Setting ........................................................................................................................... 2-83
2.19 TSI User Box Setting Function .....................................................................................................  2-86
TSI User Box Setting........................................................................................................................ 2-86
2.20 TCP/IP Setting Function ...............................................................................................................  2-90
2.20.1 Setting the IP Address ..................................................................................................................... 2-90
2.20.2 Registering the DNS Server ............................................................................................................. 2-91
2.21 NetWare Setting Function ............................................................................................................  2-92
Making the NetWare Setting ............................................................................................................ 2-92
2.22 SMB Setting Function .......................................................................................................
............  2-93
Setting the NetBIOS Name .............................................................................................................. 2-93
2.23 AppleTalk Setting Function ..........................................................................................................  2-94
Making the AppleTalk Setting .......................................................................................................... 2-94
2.24 E-Mail Setting Function ................................................................................................................  2-95
Setting the SMTP Server (E-Mail Server) ......................................................................................... 2-95
3 User Operations
3.1 User Authentication Function ........................................................................................................  3-2
3.1.1 Performing user authentication .......................................................................................................... 3-2
3.1.2 Accessing the ID & Print Document................................................................................................. 3-10
3.2 Change Password Function .........................................................................................................  3-12
Performing Change Password ......................................................................................................... 3-12
3.3 Secure Print Function ...................................................................................................................  3-15
Accessing the Secure Print Document ............................................................................................ 3-15
3.4 User Box Function ........................................................................................................................  3-18
3.4.1 Setting the User Box ........................................................................................................................ 3-18
3.4.2 Changing the User Box Password and user attributes and account attributes .............................. 3-24
3.4.3 Accessing the User Box and User Box file ...................................................................................... 3-32
3.4.4 Sending S/MIME box files................................................................................................................ 3-36
4 Application Software
4.1 PageScope Data Administrator .....................................................................................................  4-2
4.1.1 Accessing from PageScope Data Administrator ............................................................................... 4-2
4.1.2 Setting the user authentication method............................................................................................. 4-5
4.1.3 Changing the authentication mode.................................................................................................... 4-7
4.1.4 Making the user settings .................................................................................................................. 4-10
4.1.5 Making the account settings............................................................................................................ 4-11
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4.1.6 Registering the certificate ................................................................................................................ 4-12
4.1.7 SNMP Setting Function ................................................................................................................... 4-14
4.1.8 DNS Server Setting Function ........................................................................................................... 4-16
4.1.9 NetWare Setting Function ................................................................................................................ 4-17
4.1.10 SMB Setting Function ...................................................................................................................... 4-18
4.1.11 AppleTalk Setting Function .............................................................................................................. 4-19
4.1.12 E-Mail Setting Function.................................................................................................................... 4-20
4.2 PageScope Box Operator.............................................................................................................  4-21
4.2.1 Accessing the User Box................................................................................................................... 4-21
4.2.2 Creating a User Box......................................................................................................................... 4-23
4.2.3 Changing the User Box properties (user attributes, account attributes) ......................................... 4-24
4.2.4 Accessing the User Box file ............................................................................................................. 4-26
4.3 HDD TWAIN driver.........................................................................................................................  4-27
Accessing from the HDD TWAIN driver ........................................................................................... 4-27
4.4 PageScope Direct Print ................................................................................................................  4-29
Printing through PageScope Direct Print ......................................................................................... 4-29
4.5 HDD Backup Utility .......................................................................................................................  4-31
4.5.1 Backup ............................................................................................................................................. 4-31
4.5.2 Restore............................................................................................................................................. 4-35
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							1Security
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1.1 Introduction1
1 Security
1.1 Introduction
Thank you for purchasing our product.
This Users Guide contains the operating procedures and precautions to be used when using the security 
functions offered by the bizhub 423/363/283/223 machine. To ensure the best possible performance and ef-
fective use of the machine, read this manual thoroughly before using the security functions. The Administrator 
of the machine should keep this manual for ready reference. The manual should be of great help in finding 
solutions to operating problems and questions.
This Users Guide (Ver. 1.00) describes bizhub 423/bizhub 363/bizhub 283/bizhub 223/bizhub 7828/ineo 
423/ineo 363/ineo 283/ineo 223 Multi Function Peripheral Control Software (MFP Controller:A1UD0Y0-0100-
GM0-00).
Compliance with the ISO15408 Standard
When the Enhanced Security Mode on this machine is set to [ON], more enhanced security functions are 
available.
The security functions offered by the bizhub 423/363/283/223 machine comply with ISO/IEC15408 (level: 
EAL3).
Operating Precautions
The machine gives an alarm message or an alarm sound (peep) when a wrong operation is performed or a 
wrong entry is made during operation of the machine. (No peep alarm sound is issued if a specific sound 
setting in Sound Setting of Accessibility Setting is set to [OFF].) If the alarm message or alarm sound is given, 
perform the correct operation or make the correct entry according to the instructions given by the message 
or other means.
The Administrator of the machine should exit from the current mode to return to the basic screen whenever 
the access to that mode is completed or if he or she leaves the machine with the mode screen left displayed.
The Administrator of the machine should make sure that each individual general user exits from the current 
mode to return to the basic screen whenever the access to that mode is completed or if the user leaves the 
machine with the mode screen left displayed.
If an error message appears during operation of the machine, perform steps as instructed by the message. 
For details of the error messages, refer to the User’s Guide furnished with the machine. If the error cannot be 
remedied, contact your service representative.
The PageScope Web Connection functions can be used only if the setting is made to accept Cookie.
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1.1 Introduction1
INSTALLATION CHECKLIST
This Installation Checklist contains items that are to be check by the Service Engineer installing this machine.
The Service Engineer should check the following items, then explain each checked item to the Administrator 
of the machine.
To Service Engineer
Make sure that each of these items is properly carried out by checking the box on the right of each item.
When the above steps have been properly carried out, the Service Engineer should make a copy of this page 
and give the original of this page to the Administrator of the machine. The copy should be kept at the corre-
sponding Service Representative for filing.1. Perform the following steps before installing this machine. Completed
Check with the Administrator to determine if the security functions of this machine 
should be enhanced. If the functions should be enhanced, check the following.
If the security functions are not to be enhanced, quit the operation without checking 
the following.
I swear that I would never disclose information as it relates to the settings of this ma-
chine to anybody, or perform malicious or intentional act during setup and service 
procedures for the machine.
When giving the User’s Guide Security Operations to the Administrator of the ma-
chine, check that the User’s Guide is the security-compatible version and explain to 
the Administrator that it is security-compatible.
2. After this machine is installed, refer to the Service Manual and perform the following 
steps.
Check that the Firmware version (MFP Controller, CheckSum) indicated in the Ser-
vice Manual matches the values shown in the Firmware Version screen.
If there is a mismatch in the Firmware version number, explain to the Administrator 
of the machine that upgrading of the Firmware is necessary and perform upgrading 
of the Firmware.
Set CE Authentication to [ON] and set the CE Password.
Check that Management Function Choice to Unset and HDD to Installed.
Check that the Fax Kit has been mounted and set up properly, if fax functions are to 
be used.
3. After this machine is installed, refer to this User’s Guide and perform the following 
steps.
Check that the Administrator Password has been set by the Administrator of the ma-
chine.
Check that data has been backed up by the Administrator of the machine using the 
HDD Backup Utility if necessary.
Check that the Encryption Key has been set by the Administrator of the machine.
Check that User Authentication has been set to [ON (MFP)] or [ON (External Server)] 
(Active Directory only) by the Administrator of the machine.
Check that the self-signed certificate for SSL communications has been registered 
by the Administrator of the machine.
Check that data has been restored by the Administrator of the machine using the 
HDD Backup Utility if necessary.
Let the Administrator of the machine set Enhanced Security Mode to [ON].
The languages, in which the contents of the User’s Guide Security Operations have 
been evaluated, are Japanese and English.
Explain the way how to get the manual in the language, in which it is evaluated.
Explain to the administrator that the settings for the security functions for this ma-
chine have been specified.
Product Name Company Name User Division Name Person in charge
Customer
Service Representative -
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1.2 Security Functions1
1.2 Security Functions
Setting the Enhanced Security Mode to [ON] will validate the security function of this machine. For details of 
the settings of different security functions to be changed by turning [ON] the Enhanced Security Mode, see 
page 2-8.
Setting the Enhanced Security Mode to [ON] will enhance the authentication function. Access control is then 
provided through password authentication for any access to the Administrator Settings, User Authentication 
mode, Account Track mode, User Box, a User Box data file, a Secure Print Document, and WebDAV Server. 
Access is thereby granted only to the authenticated user.
A password that can be set must meet the requirements of the Password Rules. The machine does not ac-
cept setting of an easily decipherable password. For details of the Password Rules, see page 1-8.
If a wrong password is entered, during password authentication, a predetermined number of times (once to 
three times) or more set by the Administrator of the machine, the machine determines that it is unauthorized 
access through Prohibited Functions When Authentication Error, prohibiting any further entry of the pass-
word. By prohibiting the password entry operation, the machine prevents unauthorized use or removal of da-
ta, thereby ensuring secured used of the machine.
To cancel the password entry operation prohibited condition, the Administrator must perform the Release 
Setting. When the Administrator performs the Release Setting for the operation prohibited condition, a sound 
operation control in utmost security is achieved under the control of the Administrator.
By setting the Encryption Key, the data stored in the HDD is encrypted, thereby protecting the data in the 
HDD. Note, however, that the Encryption Key does not prevent the HDD from being physically removed. 
Make sure of a good operation control.
When the machine is to be discarded, or use of a leased machine is terminated at the end of the leasing con-
tract, the Overwrite All Data function overwrites and erases all data stored in all spaces of the HDD. The func-
tion also resets all passwords saved in the NVRAM to factory settings, preventing leak of data. For details of 
items to be cleared by Overwrite All Data function, see page 1-10.
Check Count Clear Conditions
The following are the conditions for clearing or resetting the check count of the number of wrong entries at 
the time of authentication by the Enhanced Security Mode.

-Authentication of Administrator Settings is successful.

-User Authentication mode is successful.
-Release of Prohibited Functions When Authentication Error is executed.

-Account Track mode is successful.
-Release of Prohibited Functions When Authentication Error is executed.

-Authentication of Secure Print is successful.
-Release of Prohibited Functions When Authentication Error is executed.

-Authentication of User Box is successful.
-Authentication for execution of change of User Box Name and User Box Password is successful.
-Release of Prohibited Functions When Authentication Error is executed.

-Authentication of SNMP is successful.
-Release of Prohibited Functions When Authentication Error is executed.

-Authentication of WebDAV is successful.
-Release of Prohibited Functions When Authentication Error is executed.
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1.3 Data to be Protected1
1.3 Data to be Protected
The underlying concept of this machine toward security is to protect data that can be disclosed against the 
intention of users.
The following types of image files that have been saved in the machine and made available for use by its users 
are protected while the machine is being used.
-Image files saved by Secure Print
-Image files saved as ID & Print Document when print data is to be saved using the ID & Print Setting 
function
-Image files saved in Personal User Box, Public User Box and Group User Box
The following types of data saved in the HDD are protected when use of a leased machine is terminated at 
the end of the leasing contract, the machine is to be discarded, or when the HDD is stolen.
-Image files saved by Secure Print
-Image files saved as ID & Print Document when print data is to be saved using the ID & Print Setting 
function
-Image files saved in Personal User Box, Public User Box and Group User Box
-Image files of jobs in the queue state
-Image files other than Secure Print Document, ID & Print Document and User Box file
-Data files left in the HDD data space, used as image files and not deleted through the general deletion 
operation
-Temporary data files generated during print image file processing
-Destination recipient data (e-mail address, telephone number)
This machine offers specific functions as data protection methods: the SSL function that ensures confiden-
tiality of images transmitted and received over the network and the S/MIME function that is used for encrypt-
ing image files.
When transmitting and receiving highly confidential image data among different pieces of IT equipment within 
an office LAN, the machine carries out communications with the correct destination via encrypted and reliable 
paths, assuming an office environment that responds to most stringent security requirements.
* Secure print represents the settings for the secure print document in the printer driver interface.
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1.4 Precautions for Operation Control1
1.4 Precautions for Operation Control
This machine and the data handled by this machine should be used in an office environment that meets the 
following conditions. The machine must be controlled for its operation under the following conditions to pro-
tect the data that should be protected.
Roles and Requirements of the Administrator
The Administrator should take full responsibility for controlling the machine, thereby ensuring that no improp-
er operations are performed.

-A person who is capable of taking full responsibility for controlling the machine should be appointed as 
the Administrator to make sure that no improper operations are performed.
-When using an SMTP server (mail server) or an DNS server, each server should be appropriately man-
aged by the Administrator and should be periodically checked to confirm that settings have not been 
changed without permission.
Password Usage Requirements
The Administrator must control the Administrator Password, Encryption Key, auth-Password, priv-Password, 
and WebDAV Server Password appropriately so that they may not be leaked. These passwords should not 
be ones that can be easily guessed. The user, on the other hand, should control the User Box Password, 
Secure Print Password, and User Password appropriately so that they may not be leaked. Again, these pass-
words should not be ones that can be easily guessed. For the Public User Box shared among a number of 
users, the User Box Password should be appropriately controlled so that it may not be leaked to anyone who 
is not the user of the Public User Box.

-Make absolutely sure that only the Administrator knows the Administrator Password, Encryption Key, 
auth-Password, priv-Password, and WebDAV Server Password.
-The Administrator must change the Administrator Password, Encryption Key, auth-Password, priv-
Password, and WebDAV Server Password at regular intervals.
-The Administrator should make sure that any number that can easily be guessed from birthdays, em-
ployee identification numbers, and the like is not set for the Administrator Password, Account Pass-
word, Encryption Key, auth-Password, priv-Password, and WebDAV Server Password.
-If a User Password or User Box Password has been changed, the Administrator should have the cor-
responding user change the password as soon as possible.
-The Administrator should change the Account Password set for each account at regular intervals and, 
should one be changed, he or she should immediately inform users who implement Account Track of 
the new Account Password.
-If the Administrator Password has been changed by the Service Engineer, the Administrator should 
change the Administrator Password as soon as possible.
-The Administrator should have users ensure that the passwords set for the User Authentication, Secure 
Print, and User Box are known only by the user concerned.
-The Administrator should have users who implement Account Authentication ensure that the Account 
Password set for the account is known by the users implementing Account Authentication only.
-The Administrator should make sure that only the users who share a Public User Box and Group User 
Box know the password set for it.
-The Administrator should have users change the passwords set for the User Authentication and User 
Box at regular intervals.
-The Administrator should make sure that any user does not set any number that can easily be guessed 
from birthdays, employee identification numbers, and the like for the passwords set for the User Au-
thentication, Secure Print, and User Box.
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