Ricoh 350, 450 manual Protecting Documents Stored in the Document Server

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Security Settings

Protecting Documents Stored in the Document Server

You can attach a password to a docu- ment stored in the document server. Printing, delivery and fax transmis- sion of documents is not possible un- less the password is entered. Your documents are thereby protected from unauthorized access.

Note

❒Once you have entered a correct password, the desired document is selected (highlighted). When a job is finished but the document is left selected, people without the pass- word can also print or delete it. When you have finished printing or deleting a document, make sure to press the key of that document again, or the [Clear/Stop] key to un- select the document. If you have selected several documents, make sure you press the [Clear Modes] key to deselect them.

❒Frequently check the display panel to see whether the machine is in se- curity mode or not. When the ma- chine is operating in security mode, the date/time and “Securi- ty” appear alternately in the top right-hand corner of the display. For details about how to operate this machine in security mode, ask your sales or service representa- tive.

❒If you enter a password incorrect- ly, an error message will ap - pear:”Password entered is not correct”. Press [Exit], and then en- ter the password again. When the machine is operating in security modes, if you enter an incorrect password three times consecutive- ly, document access will be denied. You will be unable to access the document even if you subsequent- ly enter the password correctly. Once document access is refused, even if you subsequently enter the correct password, the message “Password entered is not correct” will appear. To release the lock, turn off the main power switch, and then turn it on to re-enter. However, access attempts for oth- er documents are still accepted.

❒Once you have entered an incor- rect password, it takes longer (more than one minute) than usual before the machine is ready for op- eration after power on.

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Contents 350/450 Series Page Table of Contents Page ISO15408 Security Capability Certified VersionPage General Office Operating EnvironmentPublic Facilities Key Operator Settings Er, press Display Password withAll Initial Settings ReferenceUser Settings Security Functions of This Machine Protection of documents stored in the document serverProtection from unauthorized tele- phone line access Key Operator ToolsAPress the Clear/Stop key Canceling a transmission using the Change/Stop TX FileBPress Stop Canceling a Transmission While the Message is Being Sent LimitationAPress Change/Stop TX File CPress Stop TransmissionCanceling a transmission using the Clear/Stop key Resetting this machine Canceling a Print JobAPress the Clear Modes key on the machines control panel Protecting Documents Stored in the Document Server Scanning in Document Server mode To set the file namePress the File Name BPress the Scan Original ReferenceTo set the user name To set the passwordPress the User Name To change the file name, user name, or password FPress the Start keyGPress the Scanning Finished Press the File ManagementAPress the Document Server key Printing Saved DocumentsBPress the line for the document you want to print EEnter the required number of prints using the number keys Deleting Saved Documents User Name, File Name, orEPress the Delete key to delete it APress the Copy key Scanning in Copy modeBPress the Store File Printing Saved Documents EEnter the required number of prints using the number keys Deleting Saved Documents Scanning in Scanner Mode APress the Scanner keyCalling up stored scan settings Temporarily changing the scan settingsSpecifying the user name EEnter the desired informationEnter the desired user name and press OK Press User NameSpecifying a password Press PasswordSpecifying a file name Press File NameDeleting Stored Files GPress the Start keyIf Store & Transmit was selected CSelect the file to be deletedDelivering Stored Files DPress Delete FileEPress Delete FPress ExitCTo select multiple files, repeat step B DPress OKMaking Settings BClick the Print Setting tabStoring from Printer Driver Storing DocumentsIClick OK Settings Setup tabSend to Document Server When Using PostScript 3 Printer Driver Optional on Windows AAccess the Printer Properties dia- log boxFMake other print settings if nec- essary BClick the Store/History tabStore/History tab User IDProtecting Documents Stored in the Document Server When Using Macintosh GClick Print to start printingStore/History menu Store/History menu User IDSecurity Settings Managing Saved Documents Deleting Saved Documents EPress the Delete key to delete it Scanning in Facsimile Mode ESet the user name, file name and password if necessaryPress File Info. Setting Programing a User NameSetting a File Name Press File Info. Setting Press the File NamePress the user name to be pro- gramed Enter the file namePress File Info. Setting Press Password Setting a PasswordHPress the Start key APress Sub TX Mode File ManageChanging a File Name Press Change File NameChanging the Password Press Change PasswordChanging a User Name Delete FilePress Select Stored File DPress the document you want to deleteEPress Delete File FPress Delete GPress OK HPress OKBSelect Select Stored File Specifying Documents from the File ListCSelect the documents to be sent Specifying Documents from the File Name Specifying Documents from the User NamePress the Search by User Name key Press or select the user name of the document to be sentGPress OK HDial and press the Start keyBPress Select Stored File Printing Stored DocumentsCSelect the document to be printed Selecting a Document from File List Specifying a Document from the File NameSpecifying a Document from the User Name Press Search by File NameFPress Print File or Print 1st Printing a Locked Print File DPress View Locked Print jobsDeleting Locked Print Files BPress View Locked Print jobsEEnter the password using the number keys and press OK DPress DeletePrinting Personal Box Messages APress InformationBSelect Print Personal Box File CEnter a box you want to printWhen password is required Enter a password Press OKDPress the Start key EPress ExitSelecting All Initial Settings Select Key Operator CodeDisplay Password with Stored File APress User Tools/Counter key. BPress System SettingsProgramming/Changing Key Operator Code Press User Tools/Counter keyPrograming/Editing Personal Boxes Delivery Server IP AddressGPress the User Tools/Counter key Programing a Password FPress Personal BoxPrograming a Receiver Deleting Personal BoxesPress Receiver TNextFSelect a box you want to delete GPress DeleteHPress Exit IPress the User Tools/Counter keyWhen using security modes, note the following Index Copyright 350/450 Series Operating Instructions Security