Security; Print Security; Fax Security; Document Server Security - Ricoh Aficio 3228C Manual

Ricoh Aficio 3228C

Security

Print Security

Many users have expressed concern with
document confidentiality while printing.
They worry about printing private
documents to the copier/printer and what
happens in the time it takes them to walk
from the desktop to the exit tray at the
copier. Users fear these documents can be
mixed in with other users jobs, looked at
by other users, taken by mistake, or even
forgotten about leaving those documents
for all to see. This is an important
consideration for any company subject to
the HIPAA, Gramm-Leach-Bliley FSMA or
other data privacy acts.
The new Ricoh Aficio 3228C prevents
others from reading or removing private
documents. This is done by suspending
output until the user enters an
authorization PIN at the system's control
panel
The Locked Print Job function enables
users to print with confidence, knowing
they will be the only ones viewing and
retrieving their personal papers.
Using the Locked Print Job function is
simple. To do so users open the print
driver dialog box and set "job type" to
"locked print." After clicking "details," users
enter a user ID and password — this ID
and password will later be used at the
control panel to release the print job. A
confirmation message will appear asking
users to confirm the password by re-
entering it. Once this is done, users click
"ok" as if it were a normal print job,
sending the job to wait in the machine.
With the Locked Print Job now stored in
memory, retrieving it from the machine is
equally as straightforward as sending it.
After the user has logged in, the "Printer"
key is pressed on the touch screen. This is
www.BERTL.com
tel. (1) 732-761-2311
fax. (1) 732-761-2312
BERTLinfo@BERTL.com
followed by "Locked & Sample Print Job
List," also on the touch screen. The
logged-in user's print jobs will now appear.
After selecting the desired job just input
the password from earlier and press yes.
Only now will that file print securely into
the original user's hands.

Fax Security

The same lockdown capability can be used
for fax, with the Ricoh supporting fax to
user box through the use of sub-address
fax numbering. To do this, each user
requiring a secure fax delivery mechanism
sets up a fax number complete with sub-
address (like an extension). When faxes
come in with the sub-address number they
get routed directly into the fax box rather
than get printed for all to see. This fax box
can be password protected to guarantee
security. Users can also set up the fax box
to automatically reroute the faxes to an
email address or simply view and delete
the faxes directly from the desktop using
the included DeskTopBinder v2 utility.

Document Server Security

Print on demand documents stored on the
3228C can also be made secure. Files
stored on the device hard drive are
specified as to who can view and print
them and who cannot. The printing of
stored files by unauthorized users is very
much preventable.
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All Rights Reserved. The license under which this document is made available and applicable law prohibit any
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Color at Work
®
Page 9
19-Jan-06