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Sharp BP-FR12U Operation Manual

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Data Security Kit
Operation Guide
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.
Model: BP-FR12U

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Summary of Contents for Sharp BP-FR12U

  • Page 1 Model: BP-FR12U Data Security Kit Operation Guide 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.
  • Page 2 While every effort has been made to make this document as accurate and helpful as possible, SHARP Corporation makes no warranty of any kind with regard to its content. SHARP is not responsible for any loss or damages, direct or indirect, arising from or related to the use of this operation manual.

  • Page 3: Introduction

    This product adds a security function to the SHARP Digital Full-color Multifunctional System (or SHARP Digital Multifunctional System). When the copy, printer, or fax function of a SHARP Digital Full-color Multifunctional System (or SHARP Digital Multifunctional System) with the security function is used, image data generated in each job is encrypted, and when the job is finished, the encrypted data is immediately erased from the local drive.
  • Page 4 The manuals for the machine explain the procedures for operating the machine when data security kit is not installed. This manual and "BP-FR12U Notice" explain the changes to those procedures when the data security kit is installed.
  • Page 5 Note for user management The administrator plays an important role in maintaining security. Exercise appropriate care in selecting the person that will assume the job of administrator of a machine with the data security kit installed. Provide instructions for the users (including the administrators) of the machine to let them understand the security policies of the organization and perform the proper control/operation of the data security kit and the machine with the data security kit installed according to this guidance.
  • Page 6 • When you leave even just for a second while using the "Settings (administrator)" on the web page, be sure to click the [Logout] button or close the Web browser to log out. • If [Admin] is specified for the [Authority Group] of general users in User Control, the settings of the machine may be changed in a way unintended by the administrator.
  • Page 7 • When the initialization is completed, the machine reboots automatically. After the reboot, the initialization completion report is printed out and the initialization completion message is displayed on the operation panel. If “Setting a high 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.

  • Page 8: Table Of Contents

    Contents Introduction ..................1 1. When the data security kit is installed ...........7 Security settings of the data security kit ............ 8 Document control function................. 8 Document Filing..................8 Authority group registration screen............9 Protecting passwords ................10 Restrictions on tandem copying and tandem printing......13 Security Settings in the FTP Pull Print Function........

  • Page 9: When The Data Security Kit Is Installed

    ) to view information on the data security kit. The following information on this product is displayed. "BP-FR12U Data Security Kit" When the data security kit is installed, data remaining in the machine is automatically erased after each job. When data clearing begins, the message "Data is being cleared." appears for 6 seconds*.

  • Page 10: Security Settings Of The Data Security Kit

    When the data security kit is installed Security settings of the data security kit When the data security kit is installed, settings to enhance security of the machine can be added. For more information, see "Security settings" (page 17 of this manual). Document control function The document control function is used to embed a document control pattern on the paper when print jobs, copies, and received faxes are printed.

  • Page 11: Authority Group Registration Screen

    When the data security kit is installed Authority group registration screen When the data security kit is installed, the following items are added to the "Authority Group Registration" menu screen in the setting mode (administrator). This screen is displayed by selecting "Settings (Administrator)"...

  • Page 12: Protecting Passwords

    When the data security kit is installed Protecting passwords When the data security kit is installed, passwords entered from the operation panel of the machine or the Web pages can be protected. Administrator Password/User Password When the data security kit is installed, if an incorrect administrator password is entered 3 times in a row when the user authentication function is not enabled, or if an incorrect administrator password or user password is entered 3 times in a row when the user authentication...
  • Page 13 When the data security kit is installed Encrypt PDF When a job is printed by encrypted PDF direct printing, the job will appear in the spool queue of the job status screen and a password must be entered to begin printing. If an incorrect password is entered 3 times in a row when the data security kit installed, the message "Operation is disabled.
  • Page 14 When the data security kit is installed Login when user authentication is enabled When "User Authentication" in the setting mode (administrator) is enabled, login is required in the login screen before the machine can be used. When "A Warning when Login Fails" ("Settings (Administrator)" > "System Settings"...

  • Page 15: Restrictions On Tandem Copying And Tandem Printing

    When the data security kit is installed Restrictions on tandem copying and tandem printing Tandem copying and tandem printing operate as shown below based on the configuration of the master machine and slave machine (whether or not the data security kit is installed). Tandem copying Slave machine Data security kit: Yes...

  • Page 16: Security Settings In The Ftp Pull Print Function

    When the data security kit is installed Security Settings in the FTP Pull Print Function When the machine is used as a network printer and the FTP Pull Print function is used, the data security kit enables authentication of the user by means of a "User Name"...

  • Page 17: Transferring Copied Data

    When the data security kit is installed Transferring copied data When the data security kit is installed and the Web pages are used to copy data stored with the document filing function to a computer, the copied data can only be transferred back to the original machine from which it was copied.

  • Page 18: About The Lockout Function

    When the data security kit is installed About the lockout function When entering passwords, including administrator passwords, during user authentication, the number of incorrect password attempts is counted, and if the number of attempts reaches the specified number (three), the user account is locked, and the user is blocked from making any more attempts at authenticating their account until a period of five minutes has elapsed.

  • Page 19: Security Settings

    Security settings This section explains the "Security Settings" items that are added when the data security kit is installed. Using the security settings in the setting mode (administrator) For details on how to perform operation when using setting mode (administrator), refer to the description in "SETTING MODE" in the User’s Manual (PC).

  • Page 20: Settings Added To The Security Settings

    Security settings Settings added to the security settings When the data security kit is installed, settings related to security are added to the "Security Settings". Setting Page Explanation Data Clearance Settings Clear All Memory* Clear All Data in Jobs Completed Use this to manually clear stored List* data from each area of the...

  • Page 21: Data Clearance Settings

    Security settings Data Clearance Settings Clear All Memory This program is used to manually clear all data saved in each area of the local drive of the machine and in network storage. Note, however, that the following types of data are not cleared with this setting.
  • Page 22 Security settings Clear All Data in Jobs Completed List Use this when you wish to clear all data of the items below, which appear in the job status jobs completed screen. (The job status jobs completed screen appears when the [Complete] key (job status screen selector key) of the job status screen is tapped.) Printer user names Image send destinations...
  • Page 23 Security settings Clear Address Book and Registered Data This function is used to clear the items indicated below, which cannot be cleared or initialized using "Clear All Memory" (page 19 of this manual) or "Settings (Administrator)" > "System Control" > "Reset Settings" > "Restore Factory Defaults".

  • Page 24: Condition Settings

    Security settings Condition Settings This system enables various settings such as setting the automatically cleared timing and setting the items to prohibit operations and displays. Power Up Auto Clear This function is used to automatically clear all data in the machine when the power switch is turned on.
  • Page 25 Security settings If a certain property is disabled in "Disabling of Document Filing" and a file exists that was previously stored with this property, the property of the stored file can be changed to another property. When printing with the printer function, even formats for storing files that have been disabled with this program will appear in the Job Handling screen of the printer driver (User’s Manual (PC) "SAVING AND USING PRINT FILES (DOCUMENT FILING)"...

  • Page 26: Setting A High Level Of Security

    Transmission functions which do not include encryption cannot be used. 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.

  • Page 27: Document Control Setting

    If a person attempts to scan a document with an embedded document control pattern on a SHARP machine that has the document control function enabled, the message "Document control pattern is detected. This job is canceled."...

  • Page 28: Modes To Which The Document Control Function Can Be Added

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

  • Page 29: Enabling The Document Control Function

    Document Control Setting Enabling the document control function To enable the document control function, follow these steps. Tap "Settings (Administrator)" > "Security Settings" > "Condition Settings" > "Document Control Setting", and then make the settings in the document control pattern setting screen which is displayed. 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...
  • Page 30 Document Control Setting Settings related to Copy/Printer/Document Filing Print modes Settings related to copy, print, and document filing print modes can be configured in the "Copy", "Printer", and "Prints (Document Filing)" fields of the document control setting screen. Document Control Print Select (Select the printing method) Tap the select box to display the list of items, and then tap one of the items to select it.
  • Page 31 Document Control Setting Settings related to Internet Fax Receive/Fax Receive/List Print modes Settings related to Internet fax reception, fax reception, and list print modes can be configured in the "Internet Fax Receive", "Fax Receive", and "List Print" fields of the document control setting screen. Document Control Print Select (Select the printing method) Tap the select box to display the list of items, and then tap one of the...

  • Page 32: Using The Document Control Function

    Pages on which a document control pattern is printed (all modes) The document control pattern is printed on all pages output by a Sharp machine that has the document control function, including the back side of pages printed by 2-sided printing.
  • Page 33 Document Control Setting Using document control in copy mode Tap the [Others>>] key in copy mode. Tap the [Document Control] key. The display of the [Document Control] key and the steps that follow vary depending on the settings configured for the document control setting. Settings for the document control "Others"...
  • Page 34 Document Control Setting Using the document control function in printer mode When [Always Print] is enabled in [Document Control Print Select] in the setting mode, a document control pattern is always printed. If [Allow User to Select] is enabled, follow the procedure below to print a document control pattern.
  • Page 35 Document Control Setting Using the document control function in document filing mode After a file has been stored by document filing using the settings configured in "Document Control Setting", follow the steps below to print a document control pattern. (For information on using files stored by document filing, see the User’s Manual (PC).) Document Control Print Select When [Allow User to Select] is selected, the [Document Control] key can...
  • Page 36 Document Control Setting Using the document control function in Internet Fax Receive/Fax Receive/List Print modes No special operation is required. When printing takes place, a document control pattern is embedded according to the document control function settings. 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.
  • Page 37 bp70C65_dk1_01a_en...

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