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Sharp BP-FR12U, Operation Manual

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Data Security Kit

Operation Guide

Model: BP-FR12U 

Thank you very much for purchasing the BP-FR12U Sharp data security kit. Please read this
Operation Guide carefully to ensure correct use.
Keep this Operation Guide in a safe place for future reference.
It can be a useful guide if you are have any questions about using the data security kit, or if
problems occur during use.

Summary of Contents for BP-FR12U

Page 1: ...the BP FR12U Sharp data security kit Please read this Operation Guide carefully to ensure correct use Keep this Operation Guide in a safe place for future reference It can be a useful guide if you are have any questions about using the data security kit or if problems occur during use ...

Page 2: ... laws Note Settings Administrator in this manual refers to the setting mode that require logging in with administrator rights and Settings General refers to the setting mode that can be logged in by general users including the administrator All information included herein is subject to change without notice Icons used in the manuals The icons in this manual indicate the following types of informat...

Page 3: ...your dealer for the product key or the application number This work is performed by a service technician at the time of installation of the data security kit Q Backing up and clearing data stored with the document filing function After the data security kit is installed to the machine data previously stored in the machine with the document filing function becomes unavailable It is recommended to s...

Page 4: ...ch routers divide a LAN protected by a firewall and only devices computers etc permitted to communicate with the machine should be on such a subnetwork together with the machine And to maintain such condition at all times be sure to manage devices on the subnetwork for the machine O Configure devices computers etc that communicate with the machine so as to require users to log in to keep such devi...

Page 5: ...ine being busy and the image data of jobs that are not completed due to out of paper or a paper misfeed are held on the local drive of the machine in an encrypted state This data will not be cleared until the job or jobs are completed or cancelled When the connection is broken accidentally during the communication with the device computers etc permitted to communicate with the machine check whethe...

Page 6: ...executing this function and all the setting information are returned to the factory default This function should be executed when the machine is disposed or the owner of the machine is changed This function can be executed from the operation panel by the administrator only Initialization is executed by tapping Execute key in the System Settings Security Settings Initialize Private Data Data in Mac...

Page 7: ...h level of security page 24 of this manual is enabled a report will be printed by temporarily turning the power off after the system has been initialized and restarted and then turning the power on again If OK button is not displayed on the operation panel after the completion of initialization the machine is locked temporarily and cannot be operated In that case please contact your dealer or near...

Page 8: ...e FTP Pull Print Function 14 O Transferring copied data 15 O About the lockout function 16 2 Security settings 17 O Using the security settings in the setting mode administrator 17 O Settings added to the security settings 18 O Data Clearance Settings 19 O Condition Settings 22 O Setting a high level of security 24 3 Document Control Setting 25 O Document control 25 O Modes to which the document c...

Page 9: ...e duration of the message display can be changed with Message Time Setting in the setting mode administrator Settings Administrator System settings Common Settings Operation Settings Condition Settings Message Time Setting The version information for this product can be displayed by selecting Settings Administrator Status Firmware Version If the machine power is turned off while image data is bein...

Page 10: ...ived faxes are printed The embedded document control pattern prevents secondary copying faxing and other operations of a printed document For more information see Document Control Setting page 25 of this manual Document Filing To use the document filing function to store jobs in the machine when the data security kit is installed set the file property to Confidential Files set to the Sharing or Pr...

Page 11: ...ation is enabled After tapping Allowed tap the Submit key When storing an authority group for user authentication tap this key to select whether or not document filing is allowed in each filing mode and for each job type To enable a filing mode tap the checkbox of the mode to select it After tapping Allowed tap the Submit key Print Jobs Other than Print Hold Job Document Filing Approval Setting Do...

Page 12: ...password is entered 3 times in a row for a specific confidential folder or file the folder or file will be locked To unlock the folder or file use Release Operation Lock Status File Folder page 23 of this manual Q File search screen of document filing When the data security kit is installed the password entry setting will not appear in the document filing search screen O All files with the same us...

Page 13: ...sage The print of this job is disabled Delete the job will appear O Tap the Yes key to delete the print job O Tap the No key to cancel deletion of the print job To unlock the print job use Release Operation Lock Status File Folder page 23 of this manual Q Administrator Authority Setting When the data security kit is installed Password Change will not appear in Settings Administrator System Setting...

Page 14: ...tered 3 times in a row login operations for the user who entered the incorrect password will be prohibited for 5 minutes For more information see About the lockout function page 16 of this manual The number of incorrect entries made during login is counted separately for each user The A Warning when Login Fails setting is always enabled when the data security kit installed If a high level of secur...

Page 15: ...leared from both the master and slave machines The tandem function cannot be used Data security kit No The tandem function can be used Data is encrypted and cleared from the slave machine The regular tandem function can be used Slave machine Data security kit Yes Data security kit No Master machine Data security kit Yes The tandem function can be used Data is encrypted and cleared from both the ma...

Page 16: ...and is initially selected a checkmark appears Q Procedure for directly printing a file on an FTP server when user authentication is enabled Your user name and password must be entered following selection of the FTP server that contains the file to be printed from the touch panel of the machine When the FTP server is selected in step 3 of DIRECTLY PRINTING A FILE ON AN FTP SERVER in PRINTER in the ...

Page 17: ...iling function to a computer the copied data can only be transferred back to the original machine from which it was copied The data cannot be transferred to another machine even if the machine conditions are the same The Restore from PC key will only appear on the Web page and transfer of data back to the machine will only be possible when a confidential folder is selected ...

Page 18: ...talled Users who have been locked out cannot carry out printing while they are locked out even if Settings Administrator System Settings Authentication Settings Default Settings Disable Printing by Invalid User is not enabled Q Canceling lockout The lockout status for a user s account is cleared after five minutes have elapsed since that user was locked out The lockout status cannot be cleared by ...

Page 19: ...n when using setting mode administrator refer to the description in SETTING MODE in the User s Manual PC For explanations of each of the settings see the following pages If an incorrect administrator password is entered 3 times in a row on a machine that has the data security kit installed entry of the administrator password will be locked for 5 minutes For more information see About the lockout f...

Page 20: ...er s Manual PC Audit Log System Settings Security Settings in SETTING MODE of the User s Manual PC and Document Control Setting Page 25 and the following pages of this manual Setting Page Explanation Data Clearance Settings 19 Use this to manually clear stored data from each area of the machine s local drive Q Clear All Memory 19 Q Clear All Data in Jobs Completed List 20 Q Clear Document Filing D...

Page 21: ...ast Memory Box Forward Information O Polling Memory Confidential Memory Box O Sender Data O Allow Reject Reception Setting Data including polling passcode number O Forward Information Image data stored in a memory box is cleared by executing Clear All Memory Tap the Clear key The confirmation message Clear all memory Exclusive of address book user list data will appear O To return to the previous ...

Page 22: ...ration during clearing is the same as Clear All Memory page 19 of this manual Q Clear Document Filing Data This function is used to clear data stored using the document filing function Data whose property is set to Protect or Confidential is also cleared File Data Including protected confidential files checkbox Select this checkbox to clear all files stored using File in the main folder and in cus...

Page 23: ...elected when the fax function is enabled 3 Can be selected when either the fax function or the Internet fax function is in use including polling passcode number is displayed only when the fax function is enabled 4 Select this when you only wish to erase stored forwarding information Select the checkbox of each item that you wish to clear Tap the Clear key A confirmation message will appear Tap the...

Page 24: ... is used to restrict the filing modes of the document filing function Document filing modes Quick File Mode Sharing Mode and Confidential Mode can be separately disabled in each mode in which document filing operates Copy Printer Scan to Local Drive and Image Send mode O Tap the checkboxes of filing modes that you wish to disable When you have finished selecting the checkboxes tap the Submit key O...

Page 25: ...heckboxes of the lists for which you wish to disable printing After selecting the desired checkboxes tap the Submit key The factory setting of every checkbox is unselected which enables printing For normal operation select all of these checkboxes so that each of them should have a checkmark in it Q Release Operation Lock Status File Folder This function is used to release document filing folders a...

Page 26: ...ntication function is always enabled O Print jobs are always set to hold print status and print operations need to be carried out at the operation panel O Transmission functions which do not include encryption cannot be used O If the Sharp OSA function was being used it can no longer be used Note To set a high level of security make the following setting Tap Settings Administrator Security Setting...

Page 27: ... function observe the following points O Original O The function may not operate correctly if the original consists of large proportion of photographs O The document control function is intended to protect text data and thus it may not operate correctly if used to protect graphic data O Paper on which the document control pattern is printed O White paper is recommended If paper other than white pa...

Page 28: ...control function can be added The document control function can be used to print with an embedded document control pattern in the following modes O Copy O Printer O Document Filing Print O Internet Fax Receive O Direct SMTP Receive O Fax Receive O List Print ...

Page 29: ...etting screen which is displayed Q Settings for printing files stored by document filing These settings are for printing the data of copy jobs and print jobs that have been stored on the machine s local drive using the document filing function To have a document control pattern always printed when a stored file is printed if a document control pattern was printed when the job was originally execut...

Page 30: ...document control pattern is always printed Allow User to Select The user can select whether or not the document control pattern is printed each time he or she sets up a print job Always Print or Allow User to Select can be selected in Document Control Print Select to select a pattern setting To select one of patterns 1 to 5 tap the select box Tap one of the items to select it If you find that the ...

Page 31: ...nted Always Print The document control pattern is always printed If Always Print is selected in Document Control Print Select a pattern setting can be selected To select one of patterns 1 to 5 tap the select box Tap one of the items to select it If you find that the document control function cannot be used for a particular printed image try changing the pattern setting patterns 1 to 5 Document Con...

Page 32: ...ntrol function including the back side of pages printed by 2 sided printing O When a blank page is output because an odd number of pages were printed by 2 sided printing a document control pattern will not be printed on the blank page O When using the covers inserts function including transparency inserts a document control pattern will be printed only on covers and inserts that are copied on A do...

Page 33: ...ol key display Following steps Not Printing Grayed out Not available Always Print Highlighted When the key is tapped a beep sounds to indicate that the key is not available Allow User to Select Normal display When tapped the key is highlighted and the function is enabled When combining the document control function with other functions e g B W Reverse Mirror Image document control pattern is alway...

Page 34: ...ent control pattern is always printed O If Allow User to Select is enabled follow the procedure below to print a document control pattern Select the Data Security Kit checkbox in the initial settings screen properties screen of the printer driver Before executing printing click the Stamp tab of the printer driver properties window and click the Document Control button 1 2 ...

Page 35: ...n is printed However if the Always Add the Pattern if You Print with it at Stored checkbox is selected document control pattern printing cannot be canceled regardless of whether Allow User to Select is selected or not If Not Printing is selected in Document Control Print Select in the document control settings the Document Control key is grayed out to prevent selection However for files that had d...

Page 36: ...cument control pattern is embedded according to the document control function settings Q Body text commands for E mail Direct Print The command below can be entered in the body text of a direct print e mail to specify whether or not a document control pattern is to be printed Function Command name Value Entry example Patternprinting ON OFF DOCUMENTCONTROL ON OFF DOCUMENTCONTROL ON ...

Page 37: ...bp70C65_dk1_01a_en ...

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