User manual KONICA MINOLTA BIZHUB PRO C6500P

bizhub PRO C6500P Security User's Guide The Control Software version is as follows. Image control program (Image Control l1) version: A03U0Y0-00l1-G00-20, A03U0Y0-00l1-G00-25, A03U0Y0-00l1-G00-26, A03U0Y0-00l1-G00-27, A03U0Y0-00l1-G00-30 About the Firmware version display function: The bizhub PRO Control Software (Image control program) version mentioned above can be confirmed by using the service representative (CE) service mode ROM version display function. When you display the firmware version, the Image control program version will be displayed as follows. Image control program (Image Control l1) version: G00 + 2 digits following the hyphen (Ex: G00-**) Please keep this in mind when checking the software version. Copyright © 2007 KONICA MINOLTA BUSINESS TECHNOLOGIES, Inc. FEDERAL OR STATE STATUTES MAY PROHIBIT THE COPYING OF CERTAIN DOCUMENTS OR INFORMATION, RESULTING IN FINES OR IMPRISONMENT FOR VIOLATORS. ACKNOWLEDGEMENTS: - KONICA MINOLTA, KONICA MINOLTA Logo, and The essentials of imaging are registered trademarks or trademarks of KONICA MINOLTA HOLDINGS, INC. - bizhub PRO are registered trademarks of KONICA MINOLTA BUSINESS TECHNOLOGIES, Inc. EXEMPTION: - No part of this manual may be used or duplicated without permission. - Manufacturer and Sales Company will have no liability for any influences caused by using the printing system and this User's Guide. - The information written in this is subject to change without prior notice. Composition of User's Guide This machine is provided with the following user's guides as printed matters. *bizhub PRO C6500P User's Guide - Main Body This guide describes an outline of the machine and provides you with detailed information about the machine management and how to customize the machine according to your daily use. Please refer to this guide for safety information, turning on/off the machine, paper supply, dealing with machine trouble such as paper jam, a setup and management of the machine including registration of paper, tray setting, and a network setup. *bizhub PRO C6500P User's Guide - Security (This book) This guide describes the security functions. Please refer to this guide for how to use the Security Strengthen mode, and for detailed machine operation in Security Strengthen mode. To operate safely, be sure to read "Section 1 Safety Information" in "bizhub PRO C6500P User's Guide - Main Body" before using the machine. Contents 1 2 Security Functions ............................................................ 1 Security Strengthen Mode ............................................... 3 2.1 2.2 Description of Security Strengthen mode ..........................................3 Data protected by Security Strengthen mode ...................................4 3 Machine Administrator Security Functions .................... 5 3.1 3.2 3.3 3.4 3.5 Turn Security Strengthen mode ON/OFF ...........................................6 HDD lock password ............................................................................10 Print audit log ......................................................................................14 Analyze audit log ................................................................................17 Table of items saved in audit log ......................................................19 4 Index................................................................................. 21 Security Functions 1 1 Security Functions The bizhub PRO C6500P device has two security modes. Normal mode Use this mode if the machine is used by a single person and there is a low possibility of illicit access and operations. This is the default mode when shipped from the factory. To use regular mode, please see the user's guide for each individual machine. Security Strengthen mode Use this mode if the machine is connected to a local area network, or to external networks through a telephone line or other means. A machine administrator manages the device according to this user's guide, so that users can have a safe operating environment. Your machine administrator is the only one who can turn the Security Strengthen mode ON and OFF, and make other changes, and your service representative will designate an machine administrator. To turn the Security Strengthen mode ON, the service representative should set a CE authentication password and machine administrator password for the device. Please contact your service representative when using the Security Strengthen mode. Please be sure to use the Security Strengthen mode to prevent data from being accessed or tampered with. The Security icon is displayed on the touch panel if the Security Strengthen mode is activated. Environments in which Security Strengthen mode is recommended - The machine is monitored by a telephone line or a network. bizhub PRO C6500P 1 1 Creating a secure environment Security Functions For security, we recommend that supervisors and a machine administrator use Security Strengthen mode and establish an environment as follows. - Qualifications to be a machine administrator A supervisor must select a reliable person who has adequate knowledge, technical ability, and experience as a machine administrator, to whom to delegate administration of the device. - Guarantee of service representative (CE) A supervisor or a machine administrator can use Security Strengthen mode after confirming that a service contract was signed with the service representative (CE). Clearly state in the service contract that the service representative will not engage in any fraudulent actions. - Secure LAN Be sure to connect the machine to the LAN protected by firewall in order to prevent access from an external network. 2 bizhub PRO C6500P Security Strengthen Mode 2 2 2.1 Security Strengthen Mode Description of Security Strengthen mode The following items will have enhanced security. - Machine NIC setting While the Security Strengthen mode is activated, available function is limited to CS Remote Care. - External access prohibited No access is allowed over telephone lines other than CS Remote Care. - Create, save and analyze an audit log A history of security function operations will be created and saved. Date and time, information identifying the person who made the operation, details of the operation, and results of the operation will be saved, enabling analysis of unauthorized access. This log will be overwritten if the audit area is depleted. - Machine Administrator authentication A service representative will set up an authentication data for a machine administrator. The machine administrator must input a password to gain authorized access. Only one authentication string can be registered per machine. - Machine Administrator Setting mode If the machine administrator Setting mode has been entered by successful Administrator authentication, the setting change of various machine functions will be available on the machine. Be sure to exit the machine administrator Setting mode if you leave in front of the machine while using the machine administrator Setting mode. bizhub PRO C6500P 3 2 2.2 Security Strengthen Mode Data protected by Security Strengthen mode The data protected by Security Strengthen mode is the document data stored in the machine. To turn Security Strengthen mode ON/OFF The machine administrator can turn Security Strengthen mode ON/OFF. If Security Strengthen mode is OFF, data can potentially be accessed, so be careful. 4 bizhub PRO C6500P Machine Administrator Security Functions 3 3 Machine Administrator Security Functions The machine administrator turns Security Strengthen mode ON/OFF. To do so, an 8-digit CE authentication password and Machine Administrator password must be set for the machine. Ask your authorized service representative to set up a Machine Administrator password. To change this password, the machine administrator himself should operate the procedure described in the User's Guide - Main Body. To protect data in the machine from access and tampering, please be sure to designate a machine administrator and use Security Strengthen mode. 2 Reminder Do not use your name, birthday, employee number, etc. for a password that others can easily figure out. Be careful not to inform anybody else of the password, or not to let it known to others. bizhub PRO C6500P 5 3 3.1 Machine Administrator Security Functions Turn Security Strengthen mode ON/OFF The following is an explanation of how to turn Security Strengthen mode ON/OFF. 2 Note Passwords are case sensitive. If a wrong password or fewer than 8 alphanumerical characters are entered and the [OK] key is touched, the warning message "Password does not match" will appear, and no key will work for five seconds. Enter the right password after five seconds. If authentication fails, the information will be saved in the audit log. Procedure 1 2 Press [Utility/Counter] on the control panel to display the Utility Screen. Touch [02 Machine Admin. Setting]. The Input Password Screen will be displayed. 6 bizhub PRO C6500P Machine Administrator Security Functions 3 3 Enter the password. Use the touch screen keypad to enter the 8-digit Machine Administrator password, then touch [OK]. The Machine Administrator Setting Menu Screen will be displayed. 4 Touch [07 Security Setting]. bizhub PRO C6500P 7 3 5 Machine Administrator Security Functions Touch [04 Security Strengthen Set] 6 Turn Security Strengthen mode ON or OFF If you want to turn Security Strengthen mode ON, touch [On] to highlight it. If you want to turn it OFF, touch [Off] to highlight it. 8 bizhub PRO C6500P Machine Administrator Security Functions 3 7 Touch [OK]. The Restart Confirmation popup screen will appear 8 Touch [Yes]. The machine will restart and the new setting will be activated. bizhub PRO C6500P 9 3 3.2 HDD lock password Machine Administrator Security Functions While the Security Strengthen mode is turned ON, a lock password (8 to 32 alphanumerical characters, case sensitive) can be set up on the HDD to protect the data stored on it. If the HDD itself is externally accessed, the data readout will not be available until the correct lock password is entered. 2 Reminder Do not use your name, birthday, employee number, etc. for a password that others can easily figure out. Be careful not to inform anybody else of the password, or not to let it known to others. 2 Note The HDD lock password functions only when the Security Strengthen mode is ON. When turned OFF, the message "Please set Security Strengthen mode" will be displayed. 2 Note Passwords are case sensitive. If a wrong password or fewer than 8 alphanumerical characters are entered and the [OK] key is touched, the warning message "Password does not match" will appear, and no key will work for five seconds. Enter the right password after five seconds. If authentication fails, the information will be saved in the audit log. ! Detail The main body serial number will be printed at the upper right corner of the audit log. For details, see the next section "Print audit log" and p. 17 for the sample log. If authentication fails, the information will be saved in the audit log. The current password cannot be used again as a new password. 10 bizhub PRO C6500P Machine Administrator Security Functions Procedure 3 1 2 Press [Utility/Counter] on the control panel to display the Utility Screen. Touch [02 Machine Admin. Setting]. The Input Password Screen will be displayed. 3 Enter the password. Use the touch screen keypad to enter the 8-digit Machine Administrator password, then touch [OK]. The Machine Administrator Setting Menu Screen will be displayed. bizhub PRO C6500P 11 3 4 Touch [07 Security Setting]. Machine Administrator Security Functions 5 Touch [02 HDD Lock Password]. The HDD Lock Password Menu Screen will be displayed. 12 bizhub PRO C6500P Machine Administrator Security Functions 3 6 Touch [Current Password] to enter the password currently used, then touch [OK]. The first password: 13-digit alphanumeric serial number of the main body 7 If authentication is succeeded, touch [New Password] to enter the new password. The key will not be active until authentication is succeeded. ­ Touch [OK] to return to the previous screen. 8 9 Touch [Check Input] to re-enter the same password as above. ­ Touch [OK] to return to the previous screen. Touch [OK]. bizhub PRO C6500P 13 3 3.3 Print audit log Machine Administrator Security Functions An audit log will be automatically created when the data saved in the machine have been accessed. All the audit log data can be output as follows. 2 Note Passwords are case sensitive. If a wrong password or fewer than 8 alphanumerical characters are entered and the [OK] key is touched, the warning message "Password does not match" will appear, and no key will work for five seconds. Enter the right password after five seconds. If authentication fails, the information will be saved in the audit log. 2 Note To stop printing, press [Stop] on the control panel, then touch [Cancel] on the confirmation popup screen. Procedure 1 2 Press [Utility/Counter] on the control panel to display the Utility Screen. Touch [02 Machine Admin. Setting]. The Input Password Screen will be displayed. 14 bizhub PRO C6500P Machine Administrator Security Functions 3 3 Enter the [password]. Use the touch screen keypad to enter the 8-digit Machine Administrator password, then touch [OK]. The Machine Administrator Setting Menu Screen will be displayed. 4 Touch [01 System Setting]. bizhub PRO C6500P 15 3 5 Touch [05 List/Count]. Machine Administrator Security Functions The Management List Print Screen will be displayed. 6 Touch [Audit Log Report], then touch [PRINT]. 7 Press [Start] on the control panel. 16 bizhub PRO C6500P Machine Administrator Security Functions 3 3.4 Analyze audit log Audit logs need to be analyzed by the Machine Administrator regularly (once per month) or when unauthorized access and tampering of data saved in the machine in Security Strengthen mode is noticed. The machine is supposed to store up 750 logs per month. If more than 750 logs are assumed to be stored in a month, carry out the analysis in a shorter period before the unanalyzed logs reach that number. bizhub PRO C6500P 17 3 Audit Log Information Machine Administrator Security Functions The audit log contains the following information. 1. date/time: date and time when an operation was made that results in the creation of a log entry. 2. id: the person who made the operation or who is subject to security protection can be specified. "-1": Operation by CE (service representative). "-2": Operation by the machine administrator. Other integer: Indicates subjects for security protection. 3. action: Used to specify the operation. Check details of operation that action indicates in the following table. 4. result: Result of an operation. For password authentication, success or failure will be indicated as OK and NG. For operations without password authentication, all log entries will be indicated as OK. 18 bizhub PRO C6500P Machine Administrator Security Functions 3 3.5 Table of items saved in audit log No. 1 2 3 4 5 6 13 Operation CE authentication Manager authentication Set/change Security Strengthen mode Print audit log Change/register CE password Change/register Machine Administrator password Change HDD lock password ID CE ID Machine Administrator ID Machine Administrator ID Machine Administrator ID CE ID CE ID/ Machine Administrator ID Machine Administrator ID Stored action 01 02 03 04 05 06 19 Result OK/NG OK/NG OK OK OK OK OK The purpose of analyzing the audit log is to understand the following and implement countermeasures: Whether or not data was accessed or tampered with Subject of attack Details of attack Results of attack For specific analysis methods, see the next page. bizhub PRO C6500P 19 3 Machine Administrator Security Functions Specify unauthorized actions: password authentication If logs have NG as the result of password authentication (action: 01, 02), items protected by passwords may have been attacked. - Failed password authentication (NG) log entries specify who made the operation, and show if unauthorized actions were made when password authentication failed. - Even if password authentication succeeded (OK), it shows whether a legitimate user created the action. You need to check carefully when successful authentication occurs after series of failures especially during times other than normal operating hours. Specify unauthorized actions: actions other than password authentication under security All operation results other than password authentication will be indicated as successful (OK), so determine if there were any unauthorized actions by ID and action. - Check the time, and see if the user who operated the specific subject made any unauthorized actions. Actions to take if unauthorized operations are found If it's found that a password has been leaked after analyzing the audit log, change the password immediately. 20 bizhub PRO C6500P Index 4 Index A Audit log Analyze 17 Print 14 4 E Enhanced security mode Audit log 3 Normal mode 1 M Machine Administrator Security Functions 5 HDD lock password 10 S Security strengthen mode Data protected 4 Environments 1 Machine Administrator authentication 3 Machine Administrator setting mode 3 Turn ON/OFF 4 bizhub PRO C6500P 21