This document, the "High Security Mode Management Guide," details the operation and features of Toshiba's Multifunctional Digital Color Systems and Multifunctional Digital Systems when operating in a high security mode compliant with IEEE Std 2600.1TM-2009. It serves as a crucial reference for users and administrators to ensure secure and compliant operation of the equipment.
Function Description
The Toshiba Multifunctional Digital Systems, when configured for high security mode, are designed to protect sensitive customer information from unauthorized access and data leakage. This mode implements a suite of security functions to meet stringent security standards. Key security functions include:
- User Authentication Setting Function: Ensures that only authorized users can access the equipment.
- Role Management Function: Assigns specific privileges and restrictions based on user roles, limiting access to sensitive functions.
- Encryption Function of Data to be Written in HDD: All data stored on the internal Hard Disk Drive (HDD) is encrypted, preventing unauthorized access even if the drive is physically removed.
- Log Collecting and Browsing Function: Comprehensive logs of all operations are maintained, allowing for auditing and tracking of activities.
- Overwriting Function of Specified Data in HDD: Data is securely overwritten after jobs are completed or when the power is turned off, ensuring that sensitive information cannot be recovered.
- Communication Function with SSL or TLS: All network communication is encrypted using SSL (Secure Sockets Layer) or TLS (Transport Layer Security) to protect data in transit.
- Integrity Check Function: Verifies the integrity of the system to detect any unauthorized modifications.
- Management Functions: Includes robust management of logs, passwords, user accounts, password policies, date and time settings, auto-clear functions, session timers, and the ability to enable/disable SSL/LTS.
The guide specifies that the equipment has applied for ISO/IEC 15408 certification for operation in Japanese or English mode, connected to a PC running Windows XP or Vista with Internet Explorer version 8.0. The specific models covered include:
- e-STUDIO5540C/6540C/6550C
- e-STUDIO2040C/2540C/3040C/3540C/4540C
- e-STUDIO206L/256/306/356/456/506, e-STUDIO256SE/306SE/356SE/456SE/506SE
- e-STUDIO556/656/756/856, e-STUDIO556SE/656SE/756SE/856SE
- e-STUDIO2050C/2550C (certification pending as of July 2012)
Important Technical Specifications
While specific technical specifications like processing speed or memory capacity are not detailed, the document emphasizes security-related technical aspects:
- IEEE Std 2600.1TM-2009 Compliance: The core technical standard governing the high security mode.
- HDD Encryption: The internal HDD is encrypted to protect stored data.
- Data Overwrite Option (GP-1070): This optional component ensures secure data erasure by overwriting temporary hard disk space after job processing.
- SSL/TLS Communication: Network communication relies on SSL or TLS for encryption, with specific requirements for IPP SSL or SSL of WS Print for printer driver communication.
- Encrypted PDF Format: When saving or sending files, the encrypted PDF format is recommended with a 128-bit AES encryption level.
- MFP Local Authentication: Required for IEEE Std 2600.1TM-2009 compliance; using SNTP, LDAP, or DNS servers for user authentication will render the equipment non-compliant.
- Optional Hard Disk Kit (GE-1220): Necessary for e-STUDIO2050C/2550C models to operate in high security mode.
Usage Features
The guide outlines specific usage features and restrictions when operating in high security mode:
- Confirmation of High Security Mode: The presence of a specific icon on the touch panel (next to "COPY") indicates that the equipment is operating in high security mode. Additionally, icons on the [Counter] screen confirm HDD encryption and proper operation of the Data Overwrite Enabler.
- Temporary Password System:
- Conditions: Used for initial login after administrator registration, after an administrator resets a user's password, or when user information with a plain text password is imported.
- User Operation: Upon first login with a temporary password, users are prompted to register a new, permanent password via the control panel or TopAccess. Continuing to use a temporary password is discouraged due to insufficient security.
- Utility Restrictions: Certain utilities (Remote Scan driver, e-Filing Web Utility, Back Up/Restore Utility, File Downloader, TWAIN Driver, Address Book Viewer) do not allow new password registration with a temporary password and will result in an error. Users must register a new password via the control panel or TopAccess first.
- HOLD (FAX) Function:
- Automatic Hold: In high security mode, incoming faxes, Internet faxes, or images received via email are not automatically printed. Instead, they are stored in the [HOLD (FAX)] queue.
- Manual Release: Only users with "Fax Received Print" privilege can print jobs from the [HOLD (FAX)] queue. The MEMORY RX / LINE lamps blink when jobs are in this queue.
- Printing Process: Users log in with the required privilege, press the [PRINT] button, select [HOLD (FAX)], choose the desired job(s) or [SELECT ALL], and then press [PRINT]. Once output, the job is deleted from the queue.
- Login Requirements: When connecting from utilities like eFiling BackUp/Restore Utility, File Downloader, TWAIN Driver, or AddressBook Viewer, an ID and password must be entered. Passwords are displayed as blank symbols, and incorrect attempts can lead to lockout.
- Communication Settings: Users are advised not to change the equipment's communication settings from initial values to maintain SSL protection.
- Report Settings: [MEMORY TX] under [USER FUNCTIONS] - [ADMIN] - [LIST/REPORT] - [REPORT SETTING] - [COMM. REPORT] must be set to OFF.
- Restricted Functions: In high security mode, the following functions are unavailable: Interrupt copy, Network Fax, Scheduled printing, Storing to e-Filing from a printer driver (though selectable, it will result in an error and job deletion), and Disabling log authentication.
- IPP Printing: Requires using the port created by entering "https://[IP address]:[SSL port number]/Print" into the URL field.
- TopAccess Restrictions: Avoid using applications that require changing the [ODCA] sub-menu in the [Setup] menu on the [Administration] tab under TopAccess.
- Secure Operation Recommendations:
- Use encrypted PDF format (128-bit AES) for saving/sending files.
- Specify a reliable remote PC for scan data destination.
- Do not use PUBLIC BOX in e-Filing (no password can be set).
- Do not use MFP LOCAL (no password can be set).
- When printing InternetFax reports, do not select "Print 1st page image."
- Use SMP Submission in [Print Share].
- Disable [Enable Raw TCP] and [Enable LPD] in Print Service.
- Administrators must regularly export and store logs.
- Select [Disable] in [Twain Scanning].
Maintenance Features
The document touches upon maintenance aspects primarily through the lens of security and initial value management:
- Integrity Check: Users are instructed to manually select [FULL] to perform an integrity check, with details available in the MFP Management Guide.
- Initial Values and Settings: The guide provides a comprehensive list of initial values for various settings under the [Administration] Tab, [Setup] Menu, [General] Sub Menu, [Network] Sub Menu, [Printer] Sub Menu, [ODCA] Sub Menu, and [Security] Menu. These values are crucial for maintaining IEEE Std 2600.1TM-2009 compliance.
- Password Policy: Detailed password policies are enforced for users, administrators, and auditors, including minimum password length (8 digits), requirements to apply, lockout settings (3 retries, 2 minutes lockout time), and expiration days (90 days). Similar policies apply to e-Filing Boxes, Template Groups, SecurePDF, SNMPv3, Cloning, and Secure Receive.
- Log Management: Administrators are advised to regularly export and store logs to ensure accountability and track system activities.
- Initialization: Before performing a full "Initialization" to reset all settings, administrators must back up the equipment's settings and customer data.
- TopAccess Login: Administrator privileges are required to access [User Management] and [Administration] tabs in TopAccess, ensuring secure configuration and maintenance.
- User Function Login: Administrators must log in to the [ADMIN] tab in the [USER FUNCTIONS] mode on the equipment's control panel to manage settings.
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