RICOH IM 460F (01) PDF Document

The RICOH IM 460F notifies you of the machine condition or application status with the [Check Status] indicator or a message on the control panel. You should check the status and resolve the problem accordingly.

Message Display:

A message indicating the status of the machine or application is displayed. You can press the message to display it in full text. You can also view more than one message as a list.

[Check Status] Indicator:

If there is a problem such as a paper jam, the [Check Status] indicator lights up or flashes along with a message on the screen. Press [Check Status] to check the status of the machine or application, and resolve the problem accordingly.

Icons Displayed with a Message:

When you need to resolve a problem, an icon is displayed at the beginning of a message. The table below explains the meaning of each icon.

The [Check Status] indicator notifies the user when the RICOH IM 460F requires immediate attention.

Flashing in red:

The machine is unavailable for use. Press [Check Status] and resolve the problem as soon as possible.

Flashing in yellow:

Maintenance on the machine needs to be performed soon. Perform the required procedure accordingly.

To check the detailed status, follow these steps:

1. Press [Check Status] on the control panel.

2. Press [Check] to check the details, and perform the required procedure.

The following icons may be displayed:

• A red exclamation mark in a circle: The machine cannot be used.

• A yellow exclamation mark in a triangle: Some of the functions cannot be used, or the toner is almost depleted.

Note: Depending on the machine condition, such as a paper jam or open cover, the status confirmation screen may be displayed automatically without pressing [Check Status].

You can collect logs stored in the RICOH IM 460F to check the usage of the machine’s various functions, error histories, and detailed access data. You can download the collected logs from the internal storage on the machine, converting them into a CSV file. Use Web Image Monitor to download the collected logs.

Log Types

The machine stores three types of logs as follows:

Job log

• User file-related operations such as copying, storing in the Document Server, printing, sending faxes, and sending scan files

• Printing reports such as the configuration list output from the control panel

Access log

• Authentications such as login and logout activities

• Stored file operations such as creating, editing, and deleting

• Customer engineer operations such as internal storage formatting

• System operations such as viewing log transfer results

• Security operations such as specifying settings for encryption, unprivileged access detection, user lockout, and firmware authentication

Eco-friendly Log

• Main power ON and OFF

• Transitions in power status

• Job run times or time interval between jobs

• Paper consumption per hour

• Power consumption of the machine

To specify the types and items of logs to collect on your RICOH IM 460F, follow these steps:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Data Management] ► [Collect Logs Settings].

5. For each log type, select [Active] from the list.

6. Press [OK].

7. Press [Home].

8. When the confirmation dialog is displayed, press [Exit]. The machine restarts automatically.

To specify logs to collect using Web Image Monitor for your RICOH IM 460F, follow these steps:

1. Log in to the machine as the machine administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. On the “Configuration” screen, click [Logs] in the “Device Settings” category.

4. Select [Active] for “Collect Job Logs”, “Collect Access Logs”, or “Collect Eco-friendly Logs” according to the log type to collect.

5. Specify the items to record in each log for “Job Log Collect Level”, “Access Log Collect Level”, or “Eco-friendly Log Collect Level”.

Job Log Collect Level

• Level 1: All job logs are collected.

Access Log Collect Level

• Level 1: The following items are recorded in the access log: Internal Storage Format, All Logs Deletion, Log Setting Change, and Log Collection Item Change

• Level 2: All access logs are collected.

Eco-friendly Log Collect Level

• Level 1: Eco-friendly Logs are not collected.

• Level 2: All eco-friendly logs are collected.

When a level is changed, the selection status of log details changes according to the level. You can change the settings of some of the items whether to collect or not.

6. Click [OK].

7. “Updating…” appears. Wait for about one or two minutes, and then click [OK]. If nothing appears on the screen after you click [OK], wait for a while, and then refresh the web browser screen.

8. Log out of the machine, and then exit the Web browser.

Note: When you changed Active/Inactive of Log Collect, delete all logs.

The Job Logs on the RICOH IM 460F contain detailed information about various machine operations. The following table lists the Job Log items and their contents:

The Access Logs on the RICOH IM 460F contain detailed information about user access and system changes. The following table lists the Access Log items and their contents:

*1 There is no “Login” log made for SNMPv3.

*2 If the internal storage is formatted, all the log entries up to the time of the format are deleted and a log entry indicating the completion of the format is made.

*3 Access Violation indicates the system has experienced frequent remote DoS attacks involving logon attempts through user authentication.

*4 The first log created after the power is turned on is the “Firmware: Structure” log.

The Eco-friendly Logs on the RICOH IM 460F contain information related to power usage and consumption. The following table lists the Eco-friendly Log items and their contents:

You can download the logs recorded on the RICOH IM 460F as a CSV file. Follow these steps:

1. Log in to the machine as the machine administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. On the “Configuration” screen, click [Download Logs] in the “Device Settings” category.

4. Select the log type on “Logs to Download”, and then click [Download]. The downloaded log files are stored in the “Download” folder.

• Security Logs: Downloads both job logs and access logs into a single file.

• Security Logs (Job Log): Downloads job logs only.

• Security Logs (Access Log): Downloads access logs only.

• Eco-friendly Logs: Downloads eco-friendly logs only.

5. Log out of the machine, and then exit the Web browser.

Important Notes:

• When a log is downloaded successfully, “Download completed.” will appear in the last line of the log file.

• The job log and access log are downloaded as one file aligned in the order of the log IDs.

• After downloading logs, delete all logs.

• Downloaded logs contain data of completed jobs recorded up to the time you click [Download]. The “Result” field of the log entry for uncompleted jobs will be blank.

• Download time may vary depending on the number of logs.

• If an error occurs while the CSV file is being downloaded or created, the download is canceled and details of the error are included at the end of the file.

• Downloaded log files use UTF-8 character encoding. To view a log file, open it using an application that supports UTF-8.

• The machine administrator must manage downloaded log files appropriately.

The maximum numbers of logs that can be stored in the RICOH IM 460F are as follows:

If the number of logs that can be stored on the machine exceeds the limit and new logs are generated, old logs are overwritten by new ones. If logs are not downloaded periodically, it may not be possible to record the old logs onto files.

Check the message in the last line of the downloaded logs to determine whether overwriting occurs or not while the logs were downloading. The messages are shown below:

• When overwriting did not occur: Download completed.

• When overwriting occurred: Download completed. A part of the logs before Log ID XXXX does not exist anymore. (The logs before “Log ID XXXX” are deleted.)

You can delete all logs recorded on the RICOH IM 460F. The [Delete All Logs] option appears when one of the job log, access log, or eco-friendly log is set to [Active].

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Data Management] ► [Delete All Logs].

5. When the confirmation dialog is displayed, press [Yes].

6. When the confirmation dialog is displayed, press [Exit].

7. Press [Home], and then log out of the machine.

To delete all logs using Web Image Monitor for your RICOH IM 460F, follow these steps:

1. Log in to the machine as the machine administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. On the “Configuration” screen, click [Logs] in the “Device Settings” category.

4. Click [Delete] of “Delete All Logs”, and then click [OK].

5. Log out of the machine, and then exit the Web browser.

The following table describes the Date/Time settings available on the RICOH IM 460F under [System Settings].

The following table describes the Timer settings available on the RICOH IM 460F under [System Settings].

To access the management screen of the RICOH IM 460F from a computer’s Web browser, follow these steps:

1. Launch the Web browser.

2. Enter “http://(IP address of the machine or host name)/” on the address bar of the Web browser, and then press the Enter key.

3. Click [Login].

4. Enter the login user name and password, and then click [Login]. When [User Code Authentication] is specified on the machine for user authentication, enter the user code in [Login User Name], and then click [Login].

Note:

• Ask the administrator for the Login user name and Login password.

• When a time during which users can operate the machine is specified in [Time Settings Allowing Operating Machine by Logging in], you cannot login to the machine outside of that specified time.

Only the administrator can change the user code. To change the user code, log in to Web Image Monitor as an administrator.

1. Launch the Web browser.

2. Enter “http://(IP address of the machine or host name)/” on the address bar of the Web browser, and then press the Enter key.

3. Click [Login].

4. Enter the login user name and password, and then click [Login].

5. Click [Address Book] on the [Device Management] menu.

6. Select the user for whom to change the login password.

7. Click [Change].

8. Click [Change] in “Login Password” of “Authentication Information”.

9. Enter the new password in [New Password], and then re-enter the password in [Confirm Password].

10. Click [OK] three times.

The RICOH IM 460F can send a fax using the following methods:

• G3 fax: This uses the specifications for standard fax machines that use an analog telephone line. To send a fax, enter the fax number (telephone number) of the destination device.

• IP-Fax: Specify the IP address or host name of the supporting device to send a fax over an IP network (intranet).

• Internet Fax: A fax is sent via the Internet relayed by an e-mail server. Specify an e-mail address to send the fax to a supporting device or computer.

Notes:

• You can send a document to the machine directly and send it by fax without printing it.

• By using an MFP with the fax function, you can send a fax from an MFP that does not have a fax function.

The touch panel (Smart Operation Panel) that displays the operation screen of the RICOH IM 460F is referred to as the “Control Panel”.

Touch Panel/Interface

1. Media slots: Insert an USB flash memory device. You can store the scanned data or print the file stored on the media.

• Use the media formatted in FAT16 or FAT32.

• Certain types of USB flash memory devices cannot be used in the machine.

• A USB extension cable, hub, or card reader cannot be used.

• If the power of the machine is turned off or the media is removed from the machine while the machine is reading the data in the media, check the data in the media.

• Before removing the media from the slot, press the icon displayed on the screen to cancel the connection.

• Do not change the write protection switch of the USB flash memory device while the USB flash memory device is inserted.

2. Touch Panel: Displays the Home screen, operation screen of applications, and messages. Operate with the fingertips.

3. Touch mark: Used to connect the machine and a smart device with the RICOH Smart Device Connector.

Note: You can adjust the angle of the control panel to improve visibility. When adjusting the angle of the control panel, be careful not to pinch your fingers.

LED Indicators

1. Fax indicator: Indicates the status of the fax function.

• Flashing: transmitting and receiving data

• Lit: receiving data (Substitute RX File/Memory Lock Reception/Personal Box)

2. Data In indicator: Flashes when the machine is receiving data sent from the printer driver or LAN-Fax driver.

3. Status indicator: Indicates the status of the system. Stays lit when an error occurs or toner runs out.

4. Main power indicator: The main power indicator lights up when you turn on the main power switch. In Sleep mode, it flickers slowly.

This section describes the settings in [Reception Settings] under [Fax Settings] for the RICOH IM 460F. The following table details the Reception File Settings:

When “Basic Authentication” is specified on the RICOH IM 460F as the User Authentication, specify the login user name and password for each user who uses the machine.

Note: If you specify the authentication method that uses the LDAP Server (LDAP Authentication), you have to specify the user name and password only when the authentication screen to access the LDAP Server is displayed.

1. Press [Address Book] on the Home screen.

2. On the Address Book screen, press [Register] and enter the user name.

3. Press the [User Management / Other] tab, then [User Management].

For Basic Authentication

1. Enter the Login User Name.

2. Enter the password in [Login Password], and then re-enter the password in [Confirm Login Password] for confirmation.

3. Press [OK].

For LDAP Authentication

1. Press [LDAP Authentication Info].

2. Select [Specify Other Authentication Information] in “LDAP Authentication Info”, and then enter the Login User Name and Login Password to access the LDAP Server. Re-enter the password in [Confirm Login Password]. Ask the administrator of the LDAP server for the Login user name and Login password.

3. Press [OK].

5. Press [OK].

6. After completing the procedure, press [Home].

7. When a message prompting you to back up the address book appears on the screen, press [Go to Backup] to back up the address book.

You can register destinations to which you frequently send faxes together with the send conditions in the address book of your RICOH IM 460F.

Registering a Fax Number and Send Conditions

1. Press [Address Book] on the Home screen.

2. Press [Register] on the Address Book screen.

3. Enter the information of the destination on the [Name] tab, and then select a title to classify it.

4. Press [Destinations] tab, then [Fax].

5. Specify the Fax Destinations and send conditions.

• Select Line: Select the line to use.

• Fax Destination: Register the fax destination.

• International Transmission Mode: Specify whether to reduce errors occurring when sending abroad.

• Fax Header: Select the name of the sender printed on the reception sheet of the destination. Register the fax header in advance.

• Label Insertion: Specify the name (title + name) and fixed phrase printed on the reception sheet of the destination.

• Advanced Feature: Register SUB code or SEP code.

6. Press the [User Management / Other] tab as necessary, and specify the settings.

• User Management: Enter the authentication information to login and use the machine.

• Add to Group: Select a group to which this destination belongs as necessary.

• Display Priority: When the destinations are sorted in the order of priority, a destination with higher priority is displayed prior to that with lower priority.

• Destination Protection: Select this check box to require entering of the protection code to select the destination.

7. Press [OK].

8. After completing the procedure, press [Home].

9. When a message prompting you to back up the address book appears on the screen, press [Go to Backup] to back up the address book.

Changing/Deleting the Registered Data Such as Fax Number

If you delete the destination used for the personal box, file transmission will fail. Exclude the destination from the personal box before deleting it.

1. Press [Address Book] on the Home screen.

2. Select the destination to change or delete on the Address Book screen. You can delete multiple destinations at one time.

3. Press [Edit] or [Delete] to change or delete the destination information.

4. When changing or deleting is complete, press [Home].

5. When a message prompting you to back up the address book appears on the screen, press [Go to Backup] to back up the address book.

Web Image Monitor is a tool that can check the machine status and configure machine settings from your computer. If the RICOH IM 460F and your computer are ready to connect to the network, you can access Web Image Monitor just by entering the IP address or host name of the machine in the address bar of your web browser.

The settings that can be set by using the control panel can also be set by using Web Image Monitor, except for some functions. For example, you can also view documents on the document server by using your computer.

Accessing Web Image Monitor

1. Enter the IP address of the machine in the address bar of the Web browser. You can check the IP address of the machine in by accessing [Network] in Check Status.

Example: when the IP address of the machine is “192.168.1.10”

• If SSL is specified: https://192.168.1.10/

• If SSL is not specified: http://192.168.1.10/

When you do not know whether SSL is specified on the machine, enter the address starting with https. When entering the IPv4 address, do not enter “0” for each segment. If “192.168.001.010” is entered, you cannot access the machine.

2. Confirm the machine status or settings on the top page of Web Image Monitor. The machine status and remaining amount of consumables are displayed.

Recommended Web Browser

You can use the screen reader software JAWS 2018.0 or later on Windows 10 and JAWS 2021 or later on Windows 11.

The following table outlines useful functions available for administrators of the RICOH IM 460F via Web Image Monitor:

To use the functions below, users must be registered to the RICOH IM 460F and logged in to Web Image Monitor.

The following table provides solutions for messages that may appear on the screen of your RICOH IM 460F.

If the message persists even after you have performed the operations as instructed in the following message, a malfunction may temporarily occur on the machine. Turn off the power of the machine, wait for 10 seconds or more after confirming that the main power indicator is turned off, and then turn on the power for messages like “Cover Open”, “Add Toner”, “Waste Toner Bottle is full.”, “Original(s) left on exposure glass.”, “No paper.”

You can limit machine access by specifying a range of IP addresses that can access the RICOH IM 460F. This is an important security measure.

You can limit access from the following protocols: LPR, RCP/RSH, FTP, Bonjour, WSD (Device), WSD (Printer), IPP, DIPRINT, SNMP, telnet, NBT. The machine also limits access from Web Image Monitor.

1. Log in to the machine as the network administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. Click [Access Control] in the “Security” category.

4. In “Access Control Range”, click [Active] and specify the range of IP addresses that have access to the machine.

• To specify an IPv4 address, enter a range that has access to the machine in [Access Control Range].

• To specify an IPv6 address, select [Range] or [Mask] in “Access Control Range”, and then enter a range that has access to the machine.

• To allow guest users to print directly via Wi-Fi using smart devices, select [Active] for “Access Control for Direct Connection (Group Owner Mode Only)”.

5. Click [OK].

6. Log out of the machine, and then exit the Web browser.

You can block machine access and then allow access only from/to the IP addresses specified in reception/transmission filters. Specify sets of an IP address, a port number, and a protocol as filters. You can configure up to five filters each for reception and transmission.

1. Log in to the machine as the network administrator from Web Image Monitor.

2. Click [Configuration] on the [Device Management] menu.

3. Click [Access Control] in the “Security” category.

4. In Access Control Range, click [Active (Firewall)] and specify reception and transmission filters.

IPv4/IPv6 reception filter

• Remote IP Address: Enter source IP addresses from which to allow incoming communications. To allow incoming communications from all IP addresses, select [All].

• Local Port Number: Enter a port number on the machine through which to allow incoming communications. To allow incoming communications to all ports, select [All].

• Protocol: Select a protocol in which to allow communications.

IPv4/IPv6 transmission filter

• Remote IP Address: Enter destination IP addresses to which to allow outgoing communications. To allow outgoing access to all IP addresses, select [All].

• Remote Port Number: Enter port numbers to which to allow outgoing communications. To allow outgoing communications to all ports, select [All].

• Protocol: Select a protocol in which to allow communications.

5. Click [OK].

6. Log out of the machine, and then exit the Web browser.

Note: When filters are not configured properly, access to the machine is not possible. In such a case, specify [Inactive] for [System Settings] ► [Settings for Administrator] ► [Security] ► [Access Control Function] on the control panel.

To disable unused network protocols on your RICOH IM 460F, follow these steps on the control panel:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Network/Interface] ► [Effective Protocol].

5. From the list next to each unused protocol, select [Inactive].

6. Press [OK].

7. Press [Home], and then log out of the machine.

By encrypting data on the internal storage of the RICOH IM 460F, you can prevent possible data leaks when you replace or dispose of the machine, or even if the machine were to be stolen. Encryption is an effective measure against data leaks. Be sure to keep the encryption key secure for decryption. Print it on a sheet or save it to a USB flash memory device.

CAUTION: Keep SD cards and USB flash memory devices out of reach of children. If a child accidentally swallows an SD card or USB flash memory device, consult a doctor immediately.

Important:

• The machine cannot be operated while encrypting data or canceling encryption.

• Do not turn off the power of the machine while encrypting data or canceling encryption. If you turn off the power, the internal storage may be damaged and all data may be unusable.

• The encryption key is required for data recovery or migration to another machine. Be sure to keep the encryption key secure by printing it on a sheet or storing it in a USB flash memory device.

Steps to Encrypt Data:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [File Management] ► [Machine Data Encryption Settings].

5. Press [Encrypt].

6. Select the location to store the encryption key:

• Save to Media: Saves the encryption key to a USB flash memory device. Insert a USB flash memory device into the media slot, and then press [Save to Media] ► [OK].

• Print on Paper: Prints the encryption key on a sheet of paper. Press [Print on Paper] ► [Print].

7. Press [OK].

8. When the confirmation dialog is displayed, press [Exit].

9. Press [Home], and then log out of the machine.

10. Turn off the main power of the machine, and then turn it back on. When the main power is turned on, the machine starts to convert the data on the memory. Wait until the message “Memory conversion complete. Turn the main power switch off.” appears. After that, turn off the main power again.

When the RICOH IM 460F is equipped with the HDD option, you can overwrite and erase job data that was temporarily stored on the machine with certain functions.

Important:

• When the Auto Erase Memory Setting function is set to [On], temporary data that remained on the hard disk while the Auto Erase Memory Setting function was set to [Off] might not be overwritten.

• If the main power switch is turned off before the Auto Erase Memory Setting process is completed, overwriting will stop and data will be left on the hard disk. Do not stop the overwrite mid-process.

Steps to Enable Auto Erase Memory:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Data Management] ► [Auto Erase Memory Setting].

5. From the list next to Auto Erase Memory Setting, select [On], and then select an erase method. The default erase method is [Random Numbers], and the default number of overwrites is [3].

• NSA*1: Overwrites data twice with random numbers and once with zeros.

• DoD*2: Overwrites data with a random number, then with its complement, then with another random number, and the data is verified.

• Random Numbers: Overwrites data multiple times with random numbers. Select the number of overwrites from one to nine.

*1 National Security Agency (U.S.A)

*2 Department of Defense (U.S.A)

6. Press [OK].

7. Press [Home], and then log out of the machine.

Note: If you enable the Auto Erase Memory Setting function along with the data encryption function, the overwriting data will also be encrypted.

Checking the Overwriting Process on the Control Panel

When the Auto Erase Memory Setting function is enabled, the data overwrite icon is displayed at the bottom right of the control panel screen to indicate the status of data that is not overwritten.

• An icon of a trash can with an arrow: This icon lights up when there is data to be overwritten, and flashes during overwriting. Overwriting starts automatically once the job is completed.

• An icon of a document: The trash box of the icon is empty when there is no data to be overwritten. This icon is also displayed when there is Hold Print/Stored Print/Locked Print/Sample Print data in the hard disk.

This function overwrites and erases all data stored on the internal storage when you relocate or dispose of the RICOH IM 460F. The device settings stored on the machine’s memory are initialized.

Important:

• If the main power switch is turned off before the Erase All Memory process is completed, overwriting will be stopped and data will be left on the internal storage. Do not stop the overwrite mid-process.

• Before you start the Erase All Memory process, it is recommended that you back up the user codes and the Address Book.

• If the method of Random Numbers is selected and overwrite three times is set on the machine with the standard internal storage, the Erase All Memory process takes up to 2 hours and 15 minutes.

Steps to Erase All Memory:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Data Management] ► [Erase All Memory].

5. From the list next to Erase Method, select an erase method. The default erase method is [Random Numbers], and the default number of overwrites is [3].

• NSA*1: Overwrites data twice with random numbers and once with zeros.

• DoD (5220.22-M)*2: Overwrites data with a random number, then with its complement, then with another random number, and the data is verified.

• Random Numbers: Overwrites data multiple times with random numbers. Select the number of overwrites from one to nine.

• Format: Formats the internal storage. Data is not overwritten.

• BSI/VSITR: Overwrites data seven times with the fixed value (for example: 0x00).

• Secure Erase (ATA): Overwrites data using an algorithm that is built in to the internal storage.

*1 National Security Agency (U.S.A)

*2 Department of Defense (U.S.A)

6. Press [Erase].

7. Press [Yes].

8. When the Erase All Memory process is completed, press [Exit], and then turn off the main power of the machine.

To prevent unauthorized operations, you can specify who is allowed to access each of the RICOH IM 460F’s functions. By configuring this setting, you can limit the functions available to users.

1. Log in to the machine as the user administrator on the control panel.

2. On the Home screen, press [Address Book].

3. On the Address Book screen, select a user, and then press [Edit].

4. Press the [User Management / Other] tab ► [User Management].

5. Press [Available Functions / Applications] under Restrict Use, and then select available functions.

6. Press [OK] several times until the Address Book screen is displayed.

7. Press [Exit].

8. When the confirmation dialog box is displayed, press [Close], and then log out of the machine. To back up the changed contents, press [Go to Backup].

The following characters can be used for login user names and passwords on the RICOH IM 460F. Names and passwords are case-sensitive.

• Upper case letters: A to Z (26 characters)

• Lower case letters: a to z (26 characters)

• Numbers: 0 to 9 (10 characters)

• Symbols: (space) ! ” # $ % & ‘ ( ) * + , – . / : ; < = > ? @ [ \ ] ^ _ ` { | } ~ (33 characters)

*1 Attempts to log in as an external administrator may fail from an application where a limitation is imposed on the password length.

You can search user information stored in the LDAP Server on your RICOH IM 460F for the following purposes:

• When you send files by e-mail under the Scanner or Fax function, you can search the Address Book stored in the server and specify the e-mail address.

• Log in the machine using the authentication information registered in the server.

Steps to Register the LDAP Server:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [Register/Change/Delete LDAP Server].

5. Select a Not Registered item, and then press [Register/Change].

6. Enter the information for the LDAP Server:

• Name: Enter a registration name. The name is to distinguish the server from another LDAP server.

• Server Name: Enter the host name or IPv4 address of the LDAP server.

• Search Base: Select a root folder to start a search. E-mail addresses stored in this folder are search targets when files are sent using the Scanner or Fax function.

• Port Number: Enter the port number used for the communication with the LDAP server.

• Use Secure Connection (SSL): When set to [On], the port number is changed to 636. When set to [Off], security problems may occur.

• Authentication: Select the authentication method according to the authentication settings of the LDAP server.

• Japanese Character Code: Select the Japanese character code used on the LDAP server (if applicable).

7. Press [Connection Test].

8. After checking the connection with the LDAP server, set the search conditions or key display name.

• Search Conditions: Specify the Name, Email Address, Fax Number, Company Name, Department Name, and Group attributes as keywords for search conditions.

• Search Options: Specify [Attribute] and [Display Name] according to the server you are using.

9. Press [OK].

10. Press [Close].

11. Press [Home], and then log out of the machine.

Note: To change/delete the stored LDAP server, select the desired LDAP server name, and then press [Register/Change] or [Delete].

To protect the data in the RICOH IM 460F, configure the machine so that login and logout are performed properly. User authentication cannot prevent unauthorized use completely. For example, an unauthorized person can log in to the machine by guessing the password. If a user does not log out of the machine, another user can use the privileges of the previous user. Specify the following functions to protect the machine against such risks.

User Lockout

If an incorrect login password is entered several times, the user lockout function prevents further login attempts under the same login user name (Lockout). The locked-out state can be automatically released in a specified period of time. It can be manually released by the administrator as well.

Auto Logout Timer

After you log in, the machine logs you out automatically if you do not use the control panel within a given time.

Time Settings Allowing Operating Machine by Logging in

When the time period to allow users to log in to and use the machine is specified, the machine logs you out upon completion of the time period.

Appropriate security measures are required to reduce the risk of information leaks and use by unauthorized persons on the RICOH IM 460F. The personal information stored in the Address Book and highly confidential files handled by the machine are important information assets. They should be protected from being stolen or abused.

There are three levels of security measures:

1. Basic security measures: Select an administrator who performs the maintenance and management of the machine. The administrator performs the important security settings.

2. Strong security measures taken by the functions of the machine:

• Prevent unauthorized access by managing the users who can use the machine or the connected network. The administrator restricts the users who can use the machine to prevent unauthorized access by unauthorized persons.

• Prevent a brute-force attack on the password or unauthorized operation of the machine caused by user inattentiveness.

• Restrict the range of the IP addresses that are allowed to access the machine to block access to the machine from unauthorized computers. Also, specify the unused protocols to reduce the risk of intrusion.

• Prevent the leak or falsification of information by encrypting communication.

• Restrict browsing of files stored in the machine or the Address Book to protect the leak of information by unauthorized persons.

• Restrict the manual input of the destination to avoid wrong transmission by careless mistake.

• Restrict the connection of external media to the data being removed.

• Prevent unauthorized copying or printed paper stolen by embedding a pattern on the printed surface or restricting normal printing.

• Prevent the leak of information when the machine is stolen or disposed by encrypting data.

• Restrict the operation in Service Mode used for maintenance and repair by a customer engineer to prevent the leak of information.

3. Stronger security measures using the options of this machine or external security functions.

Important Security Practices:

• To prevent this machine from being stolen or willfully damaged, install it in a secure location.

• If the security settings are not configured, the data in the machine may be vulnerable to attack.

• To avoid disrupting the work of users, select as administrators who can use the machine proficiently, and then have them supervise the operation of the machine.

• The administrators must inform users regarding proper usage of the security functions.

• If this machine is connected to a network, its environment must be protected by a firewall or similar security measure.

• For protection of data during communication, apply the machine’s communication security functions and connect it to devices that support security functions such as encrypted communication.

• Administrators should regularly examine the machine’s logs to check for irregular and unusual events.

“User authentication” is a system to authenticate users and grant them privileges to use the RICOH IM 460F. The machine requires entering an arbitrary text, the login user name, or the login password to authenticate a user. User authentication prevents unauthorized users from operating the machine and is useful for managing and analyzing usage of the machine regarding the user, operation time, and frequency.

There are four types of user authentication methods available:

Note: If user authentication cannot be performed due to a problem with the machine or network, the machine administrator can disable user authentication temporarily in order to use the machine. Take this measure only during emergencies.

To restrict functions with User Code authentication on your RICOH IM 460F, follow these steps:

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [User Authentication Management].

5. Select [User Code Authentication] from the list next to User Authentication Management.

6. From Functions to Restrict, select the functions to restrict against use.

• Specify whether to perform User Code authentication for each function.

• When registering the user code of the printer driver automatically, select [PC Control] for Printer Function. Specify the user code registered in the Address Book to the printer driver.

• When [PC Control] is selected, the user code specified in the printer driver is registered in the Address Book automatically and is excluded from the print volume use limitation. To limit the print volume use, select other than [PC Control] for Print.

7. Press [OK].

8. Press [Home].

9. When the confirmation dialog is displayed, press [OK] to log out of the machine. If registration of the user information is not completed, register the user in the Address Book and specify the user code.

Register the default values of the functions available to each user with Basic authentication on your RICOH IM 460F.

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [User Authentication Management].

5. Select [Basic Authentication] from the list next to User Authentication Management.

6. From Available Functions, select the functions available to the user.

• Specify the functions available to the user for each function.

• For Printer Job Authentication, specify the security level for print jobs using the printer driver.

7. Press [OK].

8. Press [Home].

9. When the confirmation dialog is displayed, press [OK] to log out of the machine. If registration of the user information is not completed, register the user in the Address Book and specify the login information.

Register the Windows server information required for authentication with the Windows server on your RICOH IM 460F.

Important: In advance, check the use conditions in the Windows server, and install the Web server (IIS) and the Active Directory Certificate Service in the Windows server.

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [User Authentication Management].

5. Select [Windows Authentication] from the list next to User Authentication Management.

6. Register the server for authentication and specify the usable functions.

• Kerberos Authentication: To enable Kerberos authentication, select [On].

• Domain Name: To disable Kerberos authentication, enter the domain name to authenticate.

• Realm Name: To enable Kerberos authentication, select the realm name to authenticate.

• Use Secure Connection (SSL): To encrypt communication signals, select [On].

• Printer Job Authentication: Specify the security level for print jobs using the printer driver.

• Group: If global groups have been registered, you can specify usable functions for each global group.

7. Press [OK].

8. Press [Home].

9. When the confirmation dialog is displayed, press [OK] to log out of the machine.

Register the LDAP server information required for authentication with the LDAP server on your RICOH IM 460F.

Important: In advance, check the use conditions in the LDAP server, and register the LDAP server in the machine.

1. Log in to the machine as the machine administrator on the control panel.

2. On the Home screen, press [Settings].

3. Press [System Settings].

4. Press [Settings for Administrator] ► [Authentication/Charge] ► [Administrator Authentication/User Authentication/App Auth.] ► [User Authentication Management].

5. Select [LDAP Authentication] from the list next to User Authentication Management.

6. Select the server for authentication and specify the available functions.

• LDAP Servers: Select the LDAP server to authenticate.

• Login Name Attribute: Use this as a search criterion to obtain user information. Create a search filter based on the login name attribute, select a user, and then retrieve the user information from the LDAP server to register in the machine’s Address Book.

• Unique Attribute: Specify this to match the “Cleartext Authentication” is specified. This function can be applied when “Cleartext Authentication” is specified.

• Available Functions: Specify the functions available to the user for each function. For Printer Job Authentication, specify the security level for print jobs using the printer driver.

7. Press [OK].

8. Press [Home].

9. When the confirmation dialog is displayed, press [OK] to log out of the machine.

Note: In LDAP simple authentication mode, authentication will fail if the password is left blank. To use blank passwords, contact your service representative.