KYOCERA ECOSYS P3260DN (01) PDF Document

According to the Data Encryption/Overwrite Operation Guide, organization administrators should:

• Nominate a reliable person for the machine administrator when installing the security functions.

• Sufficiently supervise the nominated administrator so that they can observe the security policy and operation rules at the organization to which they belong and properly operate the machine in accordance with the operation guide of the product.

• Sufficiently supervise the general users so that they can operate the machine while observing the security policy and operation rules at the organization to which they belong.

The security functions on the KYOCERA ECOSYS P3260DN, which require the optional HD-6 / HD-7 (SSD), enable overwriting and encryption.

Overwriting:

The printer stores print jobs as data in the SSD. The data storage area used for such data remains in the SSD until it is overwritten by other data, making it potentially restorable. The overwrite security function automatically deletes and overwrites the unnecessary data storage area to ensure that data cannot be restored. This process is performed automatically without user intervention.

CAUTION: When you cancel a job, the machine immediately starts overwriting the data that has been already stored in the SSD.

Encryption:

The printer stores Custom Box and Job Box data in the SSD. The encryption function encrypts this data before it is stored in the SSD, which guarantees higher security against data leaks or tampering if the SSD is stolen. Encryption is performed automatically, and no special procedure is required.

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.

When the security functions have been installed and are running properly on your KYOCERA ECOSYS P3260DN, the message “Overwriting.” appears in the message display while unneeded data is being overwritten on the SSD.

Precautions:

• CAUTION: Do not turn the power switch off during overwriting. It may crash the SSD.

• NOTE: If you turn the machine off at the power switch during overwriting, data may not be overwritten completely from the SSD. Turn the machine back on at the power switch. Overwriting automatically resumes.

Before installing the security functions on your KYOCERA ECOSYS P3260DN, you should ensure the following:

• Make sure that the service representative is a person who belongs to the supplying company.

• Install the machine in a safe location with controlled access to prevent unauthorized access.

• Be aware that the system will be initialized during installation, meaning all data currently stored in the SSD will be overwritten. Special attention should be given if you are installing the security functions on a printer that is currently in use.

• The network to which the machine is connected must be protected by a firewall to prevent extraneous attacks.

The Encryption Code is an 8-alphanumeric character code (0 to 9, A to Z, a to z) used to encrypt data on the SSD. By default, the code is set to 00000000. An encryption key is created from this code. It is considered safe to continue using the default code.

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.

Installation of the security function is performed by the service person or the administrator. The following steps should be followed to log in to the system menu and enter the encryption code:

1. Press the [Menu] key.

2. Press the [▲] or [▼] key to select [Op Functions], and then press the [OK] key.

3. The Login screen appears.

4. With the “Login User Name” entry field selected, press the [OK] key. The “Login User Name” entry screen is displayed.

5. Enter the Login User Name (the initial setting is “Admin”) using the numeric keys and then press the [OK] key. The log in screen reappears.

6. Press the [▲] or [▼] key to select the “Login Password” entry field.

7. Press the [OK] key. The “Login Password” entry screen is displayed.

8. Enter the Login Password (the initial setting is “Admin”) using the numeric keys and then press the [OK] key. The log in screen reappears.

9. Press [Login]. If the credentials are correct, the Op Functions menu screen appears.

10. Press the [▲] or [▼] key to select [Data Encryption].

11. Press the [OK] key. The Data Encryption screen appears.

12. Press the [▲] or [▼] key to select [License On].

13. Press the [OK] key. When the confirmation screen appears, press [Yes].

14. Turn the power switch off and on again, following the indication in the panel screen.

15. The screen for entering the encryption code is displayed. If you wish to change the default code, do so now. If not, press the [OK] key to proceed.

16. Enter the Encryption Code using the numeric keys and then press the [OK] key. SSD formatting will begin.

17. When formatting finishes, follow the on-screen instructions to turn the Power Switch off and on again.

To change the security password so that only the administrator can use the security functions, follow these steps:

1. Press the [Menu] key.

2. Press the [▲] or [▼] key to select [Security], and then press the [OK] key.

3. The Login screen appears.

4. With the “Login User Name” entry field selected, press the [OK] key.

5. Enter the administrator’s Login User Name (initial setting is “Admin”) and press the [OK] key.

6. Press the [▲] or [▼] key to select the “Login Password” entry field.

7. Press the [OK] key.

8. Enter the administrator’s Login Password (initial setting is “Admin”) and press the [OK] key.

9. Press [Login]. The Security menu screen will appear.

10. Press the [▲] or [▼] key to select [Data Security].

11. Press the [OK] key. The Data Security screen appears.

12. Press the [▲] or [▼] key to select [SSD Initializ.].

13. Press the [OK] key. The “SecurityPassword” entry screen appears.

14. Enter the current Security Password. The initial setting is “000000”.

15. Press the [OK] key. If correct, the “SSD Initializ.” menu screen appears. If incorrect, an “Incorrect password.” message is displayed; re-enter the correct password.

16. In the SSD Initializ. menu, press the [▲] or [▼] key to select [Security Passwd].

17. Press the [OK] key. The “New Password” entry screen appears.

18. Enter the new Security Password, which must be 6 alphanumeric characters. CAUTION: Avoid easy-to-guess numbers like 111111 or 123456.

19. Press the [OK] key. The “Confirm Password” entry screen appears.

20. To confirm, re-enter the new Security Password.

21. Press the [OK] key. If the passwords match, it is changed, and the SSD Initializ. menu reappears. If they do not match, an “Incorrect password.” message is displayed, and you must re-enter the new password.

You should perform a system initialization to overwrite all data stored in the SSD when disposing of the machine. To do this, you must first access the “SSD Initializ.” menu (see steps 1-15 in the “How do I change the Security Password” instructions).

1. In the SSD Initializ. menu, press the [▲] or [▼] key to select [Initialization].

2. Press the [OK] key. A confirmation message (“System Initialization will start. Are you sure?”) is displayed.

3. Press [Yes]. The machine restarts and then initialization starts. If you do not wish to initialize, press [No].

4. When the initialization is finished, “Task is completed.” is displayed. Turn the power switch off and then on.

CAUTION: If you accidentally turn the power switch off during initialization, the SSD might possibly crash or initialization might fail.

NOTE: If you accidentally turn the power switch off during initialization, turn the power switch on again. Initialization automatically restarts.

If the encryption code information of the machine has been lost for some reason, a screen asking for the Encryption Code will appear when the power is turned on. Follow these steps:

1. Enter the encryption code that was entered during the installation of the security functions.

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.

2. Press the [OK] key.

3. When the “Task is completed.” screen appears, turn the power switch off and then on.

If the machine is unused and will be demolished, you must initialize the system of the product to erase the SSD data. Follow the “System Initialization” procedure to overwrite all stored data.

Additionally, if the machine is unused and demolished, obtain directions for disposal from the dealer (from which you purchased the machine) or your service representative.