Sharp Frozen Dessert Maker MX FR26U User Manual

MX-FR26U  
MX-FR27U  
MX-FR28U  
Data Security Kit  
Operation Guide  
Contents  
 
Introduction  
The data security kit adds a security function to the SHARP Digital Full Color Multifunctional  
System/SHARP Digital Multifunctional System.  
When the copy function, printer function, network scanner function, or fax function of a  
SHARP Digital Full Color Multifunctional System/SHARP Digital Multifunctional System with  
the security function is used, the image data that is generated for the job is encrypted, and  
when the job is finished, the encrypted data is immediately erased from memory and the  
hard disk.  
Note:  
To ensure that the data security function of the machine provides maximum security,  
observe the following:  
The administrator plays an important role in maintaining security. Exercise appropriate  
care in selecting the person that will assume the job of administrator.  
Be sure to change the administrator password immediately each time a new person  
takes over as administrator.  
Change the administrator password on a regular basis (at least once every 60 days).  
Do not select a password that can be easily guessed for the administrator password  
The system settings (administrator) are very important for security management. If  
you leave the machine when using the system settings (administrator), be sure to  
.
touch the [Logout] key to quit the system settings (administrator). The administrator of  
the machine should inform users that they are not to access the system settings  
(administrator) without permission.  
The customer bears responsibility for control of copies of documents made on the  
machine and faxes received on the machine.  
Even when the data security kit is installed, note that fax data in the polling memory  
box used by the fax function can be read.  
Backing up and clearing data stored with the document filing  
function  
When the data security kit is installed, data previously stored in the machine with the  
document filing function is cleared. For this reason, any data that you need to keep is  
copied to a computer before the data security kit is installed, and then returned to the  
machine after installation and clearing of the previous data. (This work is normally  
performed at the time of installation of the data security kit.)  
Only confidential folders can be used to return data from a computer to the machine  
after installation of the data security kit. Before returning data from a computer to the  
machine, create confidential folders if needed. For the procedure for storing data on a  
computer and returning data from a computer to the machine, see document filing help  
in the Web pages of the machine.  
2
 
 
About passwords for the Web page  
If an incorrect "users" or "admin" password is entered 3 times in a row when attempting  
to access the Web pages of a machine that has the data security kit installed, access to  
pages that require entry of the "users" or "admin" password will be prohibited for 5  
minutes.  
Some of the procedures for operating the machine change when the data  
security kit is installed. The manuals for the machine explain the procedures for  
operating the machine when data security kit is not installed. This manual  
explains the changes to those procedures when the data security kit is installed.  
Export restrictions  
The USB memory contains software to which export restrictions apply.  
The license for the software is stated below. By using this software, you agree to  
comply with the contents of this license.  
This software (and associated technical data) is subject to regulations based on  
U.S. and Japanese laws related to export control, including the Foreign Exchange  
and Foreign Trade Control Law and U.S. Export Administration Regulations. The  
software and technical data may also be subject to export and import regulations of  
other countries. The user agrees to strictly obey all applicable regulations and to  
obtain related licenses prior to export, re-export, or import of the software. Export,  
re-export, or downloading of this software to Cuba, Iran, North Korea, Sudan,  
Syria, or other countries subject to export restriction by the U.S.A, or to the citizens  
and residents of those countries, is prohibited. In addition, export or re-export of  
this software to persons appearing in export prohibition lists published by the  
governments of Japan, the U.S, and other countries is prohibited.  
USB memory storage  
This USB memory may be necessary for recovery in the event that the machine fails.  
Store the USB memory in a safe location.  
3
 
When the data security kit is  
installed  
1
When the data security kit is installed, the icon appears on the touch panel. Touch the  
icon ( ) to view information on the data security kit version.  
When the data security kit is installed, data remaining in the machine is automatically  
erased after each job.  
*
When data clearing begins, the following message appears for 6 seconds .  
Data is being cleared.  
* The duration of the message display can be changed with "Message Time Setting" in  
the system settings (administrator).  
(System Settings (Administrator) > "Operation Settings" > "Other Settings" >  
"Message Time Setting")  
If the machine power is turned off while image data is being cleared from the  
hard disk drive or before a job is finished, the data may not be completely  
erased. If you do not wish to leave partially cleared data when the power is  
turned off, it is recommended that you use the program "Clear All Memory"  
(page 11 of this manual), to complete data clearing before turning off the power.  
System settings of the data security kit  
When the data security kit is installed, settings to enhance security can be added to the  
system settings (administrator) of the machine. See "System settings" (page 9 of this  
manual) for details.  
Document control function  
The document control function is used to embed a document control pattern on the paper  
when print jobs, copies, received faxes, and list prints 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 20 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 whose property is set to "Sharing" or "Protect" cannot be stored. In addition, to print  
from a computer using the retention function, enter a password in the printer driver settings  
(when the factory default setting is in effect).  
4
 
       
When the data security kit is installed  
Authority group registration screen  
When the data security kit is installed, the [Security] key is added to the "Authority Group  
Registration" menu screen in the system settings (administrator). This screen is displayed  
by selecting "User Control" > "Authority Group List".  
When this key is touched, the following screen for configuring items appears.  
System Settings  
Cancel  
OK  
Security  
Group Name :  
Guest  
Print Jobs Other than Print Hold Job:  
Allowed  
Document Filing Approval Setting :  
Quick File Mode  
Sharing Mode  
Confidential  
Copy  
Printer  
Scan to HDD  
Image Send  
Print Jobs Other than Print Hold Job  
When [Allowed] is selected and the [OK] key is touched, print jobs other than hold jobs  
are allowed in authority group registration when user authentication is enabled.  
Document Filing Approval Setting  
When storing an authority group for user authentication, touch 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, touch the checkbox of the mode to select it.  
After selecting the desired checkboxes, touch the [OK] key.  
Document filing must be allowed in the following settings.  
By default, document filing is only allowed in confidential mode.  
Allow document filing in authority group registration (this setting)  
Disabling of Document Filing in the system settings (page 17 of this manual)  
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, password entry will be locked for 5 minutes if an  
incorrect administrator password is entered 3 times in a row when the user  
authentication function is not enabled, or if an incorrect user password is entered 3 times  
in a row when the user authentication function is enabled.  
5
 
   
When the data security kit is installed  
Confidential folders and confidential files of the document  
filing function  
If an incorrect 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 Lock on File/  
Folder Operation" (page 19 of this manual).  
All files with the same user name and password can be printed at once using  
the Batch Print feature of the document filing function (  
"BATCH PRINTING" in "6. DOCUMENT FILING".)  
Operation Guide  
Files that have a password different from the password that was entered at the  
time of the search will be treated as files for which an incorrect password was  
entered. For this reason, it is recommended that you avoid executing searches  
using [All Users] and [User Unknown] as much as possible.  
When the use of a file is prohibited, the following will apply when the document  
filing function is used:  
When batch print is performed, a prohibited file will not be printed even if it  
matches the search conditions.  
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.  
Administrator Authority Setting  
When the data security kit is installed, "Password Change" will not appear in System  
Settings (Administrator) > "Document Filing Settings" > "Other Settings" > "Administrator  
Authority Setting". (The administrator password can not be entered to change the  
password that has been set for a file or folder.)  
Encrypted PDF  
When a job is printed by encrypted PDF direct printing (when the printer expansion kit  
and PS3 expansion kit are installed), 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. Please see your administrator for your assistance."  
will be displayed for 6 seconds and printing will be locked.  
If you touch a file in the spool screen for which an incorrect password was entered 3  
times, the following screen will appear.  
Touch the [Yes] button to delete the print job.  
The print of this job is disabled.  
Delete the job?  
Touch the [No] button to cancel deletion of  
the job.  
No  
Yes  
To unlock the print job, use "Release Lock on File/Folder Operation" (page 19 of this manual).  
6
 
When the data security kit is installed  
FTP Pull Print  
When the FTP Pull Print function (when the printer expansion kit is installed) is used to  
directly print a file on an FTP server, a "User Name" and "Password" must be entered  
when the FTP server is selected. When the data security kit is installed, entry will be  
locked for 5 minutes if an incorrect "User Name" or "Password" is entered 3 times in a  
row.  
Login when user authentication is enabled  
When "User Authentication Settings" in the system settings (administrator) (  
"USER  
AUTHENTICATION" in the Quick Start Guide) is enabled, login is required in the login  
screen before the machine can be used. When "A Warning when Login Fails" is enabled  
in the system settings (administrator), the machine will lock for 5 minutes if login fails 3  
times in a row.  
The "A Warning when Login Fails" setting is always enabled when the data security kit  
installed.  
Security Settings in the Web pages  
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" and  
"Password" for the FTP server. (The Pull Print function allows a file on a previously stored  
FTP server to be printed directly from the operation panel of the machine without using the  
printer driver; see Operation Guide "DIRECTLY PRINTING A FILE ON AN FTP SERVER" in  
"3. PRINTER".)  
User authentication is enabled by selecting the [Enable User Authentication] checkbox on  
the machine's Web page for configuring FTP Pull Print settings. This checkbox appears  
when the data security kit is installed, and is initially selected (a checkmark appears).  
7
 
 
When the data security kit is installed  
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 2 of "DIRECTLY PRINTING A FILE ON AN FTP  
SERVER" in "3. PRINTER" in the Operation Guide, a screen will appear prompting you  
to enter your user name and password for the FTP server.  
Touch the [User Name] key to enter your user name and the [Password] key to enter  
your password. A letter entry screen will appear in each case.  
When you have finished entering your user name/password, touch the [OK] key.  
After entering your user name and password, continue from step 3 of "DIRECTLY  
PRINTING A FILE ON AN FTP SERVER" in "3. PRINTER" in the Operation Guide.  
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.  
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.  
8
 
 
System settings  
2
This section explains system settings that are related to the security function.  
The following explanations assume that the machine has the printer, fax, and  
network scanner functions.  
Using the System Settings (Administrator)  
Follow the procedure in "SYSTEM SETTINGS (ADMINISTRATOR)" in "7. SYSTEM  
SETTINGS" of the Operation Guide to configure the settings in the system settings  
(administrator).  
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.  
System settings for security  
When the data security kit is installed, settings related to security (with the exception of  
[SSL Settings]) are added to the settings that appear when the [Security Settings] key is  
touched.  
Setting  
Page  
Explanation  
*1  
*1  
*1  
*1  
Select data clear items and the  
number of data clear times. Use this  
to manually clear stored data from  
each area of the machine's memory  
and hard drive.  
*1  
*1  
*1  
*1  
9
 
     
System settings  
Setting  
Page  
Explanation  
Set the items that you wish to  
disable. Use this to disable specific  
operations to prevent the output of  
sensitive document data.  
Use this to select whether or not the  
job status completed job screen is  
displayed.  
Use this to select whether or not  
filenames of print jobs and  
destination names of image send  
jobs are displayed in the job status  
screen.  
Use this to release locked files and  
folders.  
*2  
Register the product key.  
*1  
When user authentication is enabled, a user cannot configure this setting even when the  
authority group gives the user the authority to configure security settings.  
(This operation can only be performed by an administrator.)  
*2  
This will not appear when the product key is entered and the security function is enabled.  
System Settings  
Security Settings  
Back  
SSL Settings  
IPsec Settings  
IEEE802.1X Setting  
Data Clearance Settings  
Enable/Disable Settings  
Jobs Completed List Display Settings  
The above system settings can also be configured in the Web page of the  
machine. However, the product key for the data security kit cannot be entered in  
the Web page. Use the touch panel of the machine to enter the product key.  
10  
 
System settings  
Data Clearance Settings  
Clear All Memory  
This program is used to manually clear all data from the memory and hard disk of the machine.  
Note, however, that the certain types of data are not cleared with this setting. Use "Clear  
Address Book and Registered Data" (page 14 of this manual) to clear the following types  
of data.  
User Information  
Individual/Group/Program/Relay Broadcast Memory Box  
Polling Memory/Confidential Memory Box  
*
*
Sender Data  
Allow/Reject Reception Setting Data (including polling passcode number)  
Forward Information  
*
Image data stored in a memory box is cleared by executing "Clear All Memory".  
In the event that the data security kit or a machine with the data security kit  
installed will be disposed of or ownership will change, the administrator should  
be sure to execute this function. When executing the function, the administrator  
should not leave the machine until it has been verified that data clearing has  
been completed.  
When the [Clear All Memory] key is touched, a confirmation screen will appear as shown below.  
[Clear screen 1]  
The confirmation message "Clear all memory. (Exclusive of address book/user list data.)"  
will appear.  
To return to the previous menu screen, touch the [No] key.  
To clear all memory, touch the [Yes] key. "Please wait." appears, and then the following  
screen is displayed.  
If a print job is in progress when "Clear All Memory" is executed, the print job will  
be canceled. Print jobs in progress and in the job queue are also erased.  
11  
 
       
System settings  
[Clear screen 2]  
The message "Clearing all memory." will appear.  
During clearing, progress will be shown as a percentage together with the number of  
repetitions.  
When clearing is completed, the following screen will appear for confirmation.  
If you wish to cancel data clearing...  
Touch the [Cancel] key. The administrator password entry screen will appear. Enter the  
administrator password. As soon as the correct password is entered, data clearing will  
stop and the power will turn off briefly and then turn back on automatically. Note that  
any data cleared prior to entry of the password will not be restored.  
[Clear screen 3]  
The confirmation message "Clearing memory has been completed. Reboot is  
implemented." will appear.  
Touch the [OK] key to restart the machine.  
12  
 
 
System settings  
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.  
System Settings  
Clear Document Filing Data  
Clear  
Back  
Select the data to be cleared and press [Clear].  
File Data(Including protected/confidential files)  
Quick File Data(Including protected files)  
[File Data (Including protected/confidential files)] checkbox:  
Select this checkbox to clear all files stored using "File" in the main folder and in  
custom folders.  
[Quick File Data (Including protected files)] checkbox:  
Select this checkbox to clear all files stored using "Quick File ".  
Step 1: Touch the [Clear] key.  
A confirmation message prompting you to select "Yes" or "No" will appear.  
Step 2: Touch the [Yes] key.  
The selected data is cleared.  
(Operation during clearing is the same as when "Clear All Memory" (page 11 of this  
manual) is performed.)  
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 touched.)  
Printer user names  
Image send destinations  
Senders of faxes that are received  
Step 1: Touch the [Clear All Data in Jobs Completed List] key.  
A confirmation message prompting you to select "Yes" or "No" will appear.  
Step 2: Touch the [Yes] key.  
Data clearing is executed.  
(Operation during clearing is the same as "Clear All Memory" (page 11 of this manual).  
However, it is not possible to cancel during clearing.)  
13  
 
   
System 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 11 of this manual) or "Restore Factory  
Defaults" (  
System Settings (Administrator) > "Storing/Calling of System Settings" >  
"Restore Factory Defaults").  
System Settings  
Clear Address Book and Registered Data  
Clear  
Back  
Select the data to be cleared and press [Clear].  
User Information  
Individual/Group/Program/Relay Broadcast Memory Box  
Polling Memory/Confidential Memory Box  
Sender Data  
Allow/Reject Reception Setting Data(Including polling passcode number)  
Forward Information  
User Information  
Individual/Group/Program/Relay Broadcast Memory Box  
*2  
Polling Memory/Confidential Memory Box  
Sender Data  
*1,*3  
Allow/Reject Reception Setting Data (including polling passcode number)  
Forward Information  
*4  
*1  
The name may vary depending on the options that are installed.  
Can only be selected when the fax function is enabled.  
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.)  
*2  
*3  
*4  
Select this when you only wish to erase stored forwarding information.  
Step 1: Select the checkbox of each item that you wish to clear.  
Step 2: Touch the [Clear] key.  
A confirmation message prompting you to select "Yes" or "No" will appear.  
Step 3: Touch the [Yes] key.  
The selected data is cleared.  
(Operation during clearing is the same as "Clear All Memory" (page 11 of this manual).  
However, it is not possible to cancel during clearing.)  
14  
 
 
System settings  
Power Up Auto Clear  
This function is used to automatically clear all data in the machine when the power  
switch is turned on.  
System Settings  
Power Up Auto Clear  
Cancel  
OK  
Select the data to be cleared at power up.  
All Memory  
File Data(Including protected/confidential files)  
Quick File Data(Including protected files)  
Job Status Jobs Completed List  
The following types of data can be cleared.  
All Memory  
File Data(Including protected/confidential files)  
Quick File Data(Including protected files)  
Job Status Jobs Completed List  
Select the checkboxes of the data to be automatically cleared when the power switch is  
switched on. When you have finished selecting the checkboxes, touch the [OK] key.  
No checkboxes are initially selected.  
When there is a stored image send job (fax, network scanning, or Internet fax  
*
job) , "Power Up Auto Clear" will not take place when the power is turned on.  
*
This includes received faxes and Internet faxes that have not yet been printed;  
however, it does not include data in a fax memory box (except confidential  
memory box).  
If you wish to cancel data clearing...  
See the explanations in "Clear screen 2" and "If you wish to cancel data  
15  
 
 
System settings  
Clearance Time Settings  
To further strengthen the security settings, you can have data clearing repeated a set  
number of times in each area.  
Touch the select box  
of each item and select the number of times that you wish data  
clearing to be repeated. When finished, touch the [OK] key.  
System Settings  
Clearance Time Settings  
Cancel  
OK  
Number of Times Data Clear is Repeated:  
1
1
1
Time(s)  
Time(s)  
Time(s)  
Number of Times Power Up Auto Clear Program is  
Repeated:  
Number of Times Auto Clear at Job End Program  
is Repeated:  
Number of Times Data Clear is Repeated  
The number of times data clearing is repeated when "Clear All Memory", "Clear  
Document Filing Data", "Clear All Data in Jobs Completed List", or "Clear Address  
Book and Registered Data" is executed can be set to any number from 1 to 7. The  
factory setting is 1.  
Number of Times Power Up Auto Clear Program is Repeated  
The number of times "Power Up Auto Clear" is repeated can be set to any number  
from 1 to 7. The factory setting is 1.  
This setting is only enabled when the [Power Up Auto Clear] checkbox is  
selected.  
Number of Times Auto Clear at Job End Program is Repeated  
The number of times auto clear is repeated after each job is completed can be set to  
any number from 1 to 7. The factory setting is 1.  
However, the number of times data clear is repeated for received fax data is 1  
regardless of the setting.  
About the repeat setting  
When the repeat setting (number of repetitions) is increased to enhance the security  
function, the time required for data clearing increases.  
It is recommended that you select repeat settings for "Number of Times Data Clear is  
Repeated", "Number of Times Power Up Auto Clear Program is Repeated", and  
"Number of Times Auto Clear at Job End Program is Repeated" that are suitable for  
your security needs and conditions of use.  
16  
 
       
System settings  
Enable/Disable Settings  
Disabling of Document Filing  
This program 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 HDD, and Image Send mode).  
System Settings  
Enable/Disable Settings  
Cancel  
OK  
Disabling of Document Filing:  
Quick File Mode  
Sharing Mode  
Confidential Mode  
Copy  
Printer  
Scan to HDD  
Image Send  
Disabling of List Print:  
All Custom Setting List  
Sending Address List  
Touch the checkboxes of filing modes that you wish to disable. When you have  
finished selecting the checkboxes, touch the [OK] key.  
The property of a file that is already stored cannot be changed using "Property  
Change" (  
FILING") to a disabled filing mode.  
Operation Guide "CHANGING THE PROPERTY" in "6. DOCUMENT  
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  
(
Operation Guide "SAVING AND USING PRINT FILES (Retention/Document  
Filing)" in "3. PRINTER"). However, if a disabled file format is selected when printing a  
file, the file will not be stored (only printing will take place).  
Disabling of List Print  
This program is used to disable printing of any of the following lists that are printed using  
"List Print (User)" in the system settings (general).  
"All Custom Setting List", "Sending Address List", "Document Filing Folder List"  
Select the checkboxes of the lists for which you wish to disable printing. After selecting  
the desired checkboxes, touch the [OK] key.  
17  
 
         
System settings  
Disabling of Print Jobs Other Than Print Hold Job  
Printing in print mode other than from the operation panel of the machine can be  
prohibited. This setting can be used to prevent sensitive documents left on the output tray  
from being taken by a third party, which could result in the leaking of sensitive information.  
System Settings  
Enable/Disable Settings  
Cancel  
OK  
Printer  
Scan to HDD  
Image Send  
Disabling of List Print:  
All Custom Setting List  
Sending Address List  
Document Filing Folder List  
Disabling of Print Jobs Other Than Print Hold Job  
To prohibit printing other than from the operation panel, select the checkbox. To print  
when the prohibit setting has been selected, follow the steps below.  
Step 1: Set the " Retention " setting in the printer driver to [Hold Only] and select  
the print command.  
The print job will appear on the operation panel of the machine.  
Step 2: Select your print job and execute printing. (  
Operation Guide  
"PRINTING A STORED FILE" in "6. DOCUMENT FILING")  
If "Hold After Print" or "Sample Print" is selected before the print command is  
executed, printing will not take place. However, the job will be held in the  
machine and can be printed from the operation panel using the document filing  
function in the same way as a "Hold Only" job.  
Jobs Completed List Display Setting  
You can select whether or not the Job Status/Jobs Completed screen (job status screen  
selector key) is displayed.  
If you prefer not to have the information (print mode user names, image send destinations,  
senders of faxes that are received, etc.) that is stored and shown in the Job Status/Jobs  
Completed screen be displayed for security reasons, use this setting to hide the screen.  
System Settings  
Jobs Completed List Display Settings  
Cancel  
OK  
Job Status Jobs Completed List  
Print  
Display Setting:  
Scan  
Fax  
Internet Fax  
To hide the Job Status/Jobs Completed screen, touch the checkbox of each mode  
([Print], [Scan], [Fax], and [Internet Fax]) to remove the checkmarks.  
When finished, touch the [OK] key.  
18  
 
     
System settings  
Job Status Display Setting  
You can select whether or not filenames of print jobs and destination names of image send  
jobs are displayed in the job status screen of the touch panel. If you do not want to display  
this information, select the appropriate checkboxes.  
Release Lock on File/Folder Operation  
This function is used to release document filing folders and files and encrypted PDF files,  
that are locked due to the entry of an incorrect password.  
Touch the [Release Lock on File/Folder Operation] key and then the [Release] key to  
release all locked items. After this is done, the items can be manipulated. When no items  
are locked, the [Release Lock on File/Folder Operation] key is grayed out.  
Product Key  
To initially enable the security function, you must use system settings (administrator) to  
enter the product key (password). The name of the system setting used for this purpose is  
"DATA SECURITY KIT". Please ask your dealer for the product key. (This work is performed  
by a service technician at the time of installation of the data security kit.)  
To register the product key, touch the inside of the frame below the data security kit display,  
press the numeric keys to enter the product key number, and touch the [Submit] key.  
If an incorrect number is entered...  
A message will appear instructing you to check the product key number again.  
If the correct number is entered...  
A message will appear instructing you to turn the power off and then on. Touch the [OK]  
key when you have finished reading the message.  
Turn off the power key first and then turn off the main power switch. The security function  
will be enabled when the power is turned on again.  
Once the security function is enabled, the "Data Security Kit" will no longer appear in the  
product key entry screen.  
After the product key is entered, it will not be possible to perform the following operations  
until the machine is restarted.  
All access from the network or fax line is prohibited.  
Keys that change the screen display such as the [CLEAR ALL] key cannot be used.  
The [Back] key of [Product Key] in the system settings will be grayed out to prevent  
switching to other screens.  
19  
 
           
Document Control Setting  
3
Document control  
The document control function is used to embed a document control pattern on the paper  
when a copy, print job, received fax, or list print is printed.  
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." will appear and an e-mail will be sent to the administrator.  
This prevents secondary copying and faxing of sensitive documents.  
Document control may not be effective when certain original sizes or types,  
certain paper sizes or types, or certain settings are used.  
To enable effective operation of the document control function, observe the  
following points.  
Original  
The function may not operate correctly if the original consists of large  
proportion of photographs.  
The document control function is intended to protect text data, and thus it  
may not operate correctly if used to protect graphic data.  
Color of document control pattern (MX-FR28U only)  
Select a color in a color family that is different from the paper color.  
Paper on which the document control pattern is printed  
To allow selection of the colors black, cyan, and yellow, use Sharp  
recommended paper. (MX-FR28U only)  
White paper is recommended. If paper other than white paper is used, the  
document control pattern may not be detected and the function may not  
operate correctly.  
Use B5 or larger size paper.  
The following paper sizes can be used:  
A4, B5, 8-1/2" x 11", 7-1/4" x 10-1/2"R, 16K  
(When the paper size is A4 or smaller, the paper can be used in both the  
horizontal and vertical orientations.)  
Disclaimer  
Sharp does not guarantee that the document control function will always operate  
effectively. There may be some instances in which the document control function does  
not operate effectively.  
20  
 
   
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  
Fax Receive  
List Print  
Enabling the document control function  
To enable the document control function, follow these steps.  
Press the [SYSTEM SETTINGS] key, then touch the [Security Settings] key, and the  
[Document Control Setting] key to display the document control settings screen, and  
configure the settings. When finished, touch the [OK] key.  
21  
 
   
Document Control Setting  
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 hard 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 executed, select the [Always Add the Pattern if  
You Print with it at Stored] checkbox  
.
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)  
Touch the select box  
select it.  
to display the list of items, and then touch one of the items to  
Not Printing:  
The document control pattern is not printed.  
Always Print:  
The 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 the  
user sets up a print job.  
Print Pattern Setting (Select the pattern to be printed)  
"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, touch the select box  
. Touch 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). (Factory default setting: Pattern 1)  
Print Color Setting (Select the color) (MX-FR28U only)  
"Always Print" or "Allow User to Select" can be selected in "Document Control Print Select"  
to select print color settings.  
22  
 
Document Control Setting  
. Touch one of the items to select it.  
To select the print color, touch the select box  
[Bk(Black)] :  
The document control pattern is always printed in black.  
[C(Cyan)] :  
The document control pattern is always printed in cyan (Only when color mode is selected).  
[Y(Yellow)] :  
The document control pattern is always printed in yellow (Only when color mode is selected).  
[Allow User to Select the Print Color] checkbox:  
When this checkbox is selected (  
), the color selected here will be the initially  
selected default color for the document control pattern. The user can change the color  
each time the user executes a print job.  
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)  
Touch the select box  
to display the list of items, and then touch one of the items to select it.  
Not Printing:  
The document control pattern is not printed.  
Always Print:  
The document control pattern is always printed.  
If "Always Print" is selected for Internet fax reception / fax reception mode, it is  
recommended that the forwarding functions of each be disabled. (See  
"4. FACSIMILE" in the Operation Guide for details.)  
Print Pattern Setting (Select the pattern to be 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, touch the select box  
. Touch 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). (Factory default setting: Pattern 1)  
23  
 
Document Control Setting  
Using the document control function  
When the document control function is used, a document control pattern is printed on the  
paper on which copies, print jobs, received faxes, and list prints are printed.  
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.  
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.  
After enabling the document control function in the system settings, follow these steps to  
use the function.  
Using document control in copy mode  
Touch the [Special Modes] key in copy mode and go to the 2nd screen.  
(See "2. COPIER" in the Operation Guide for details.)  
Step 1: Touch 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 function in the  
system settings.  
24  
 
 
Document Control Setting  
[MX-FR28U]  
Settings for the document control  
function in the system settings.  
Special Modes screen  
Document Control  
Print Select  
(Copy) setting  
State of the Print Color  
Settings (copy)  
checkbox  
[Document Control]  
key display  
Following steps  
[Not Printing]  
[Always Print]  
-
Grayed out  
Highlighted  
Not available  
Go to step 2  
Highlighted  
When the key is  
touched, a beep  
sounds to indicate that  
the key is not available.  
[Allow User to Select]  
Normal display  
Normal display  
Go to step 2  
When touched, the key  
is highlighted and the  
function is enabled.  
[MX-FR26U/MX-FR27U]  
Settings for the document  
control function in the  
system settings.  
Special Modes screen  
Document Control Print Select  
(Copy) setting  
[Document Control] key display  
Following steps  
[Not Printing]  
[Always Print]  
Grayed out  
Highlighted  
Not available  
When the key is touched, a  
beep sounds to indicate that the  
key is not available.  
[Allow User to Select]  
Normal display  
When touched, the key is  
highlighted and the function is  
enabled.  
Step 2:  
[MX-FR28U]  
Touch the [Bk(Black)] key, [C(Cyan)] key or [Y(Yellow)] key.  
The key of the color set in the print color setting of the system settings is initially  
highlighted.  
After touching one of the keys, touch the lower [OK] key to return to the special modes  
menu screen.  
[MX-FR26U/MX-FR27U]  
Select settings as desired from the special modes menu screen and then press the  
[START] key.  
25  
 
Document Control Setting  
Step 3: Select settings as desired from the special modes menu screen and then  
press the [COLOR START] key or the [BLACK & WHITE START] key. (MX-  
FR28U only)  
If either the [C(Cyan)] key or the [Y(Yellow)] key is touched in step 2, the  
[BLACK & WHITE START] key cannot be pressed.  
When the color mode is single color, document control pattern printing is not  
possible.  
Combining the document control function with other functions  
Function  
combined with  
Operation of document control pattern printing  
document control  
Exposure  
The pattern is always printed at the same exposure regardless of the exposure  
setting.  
Copy Ratio  
Duplex  
The pattern is always printed at the same ratio regardless of the ratio setting.  
The pattern is printed on the back side as well as the front side when 2-sided  
copy is performed. (The orientation of the original, tablet or book, is not taken  
into account.)  
Rotation Copy  
setting  
The pattern does not change when rotation copy is used. (The orientation of  
the pattern depends on the orientation of the paper in the tray.)  
Margin Shift  
The position of the pattern does not change when margin shift is used. (The  
margin width does not affect the position of the pattern.)  
Erase  
The pattern is printed normally on the edge that is erased.  
Printed based on the paper used for pamphlet copy.  
The pattern is printed normally.  
Pamphlet Copy  
Job Build  
2in1  
Printed based on the paper. The pattern is printed normally on the sheet of  
paper.  
Card Shot  
The pattern is printed once each time the front side and the back side of the  
original are scanned.  
Stamp  
If the pattern and the stamp item overlap, the pattern is given priority.  
The pattern is printed once for one scan of a photo.  
The pattern is printed in the normal orientation without being inverted.  
The pattern is printed normally.  
Photo Repeat  
Mirror Image  
Centering  
B/W Reverse  
Patterns are printed normally without black/white inversion.  
The pattern is printed normally.  
Bus. Card Scan  
(8 Business Cards  
Layout)  
Other functions  
The pattern is printed normally when RGB Adjust*, Sharpness, Suppress  
Background, Color Balance*, Brightness and/or Intensity settings are used.  
* MX-FR28U only  
26  
 
Document Control Setting  
Using the document control function in printer mode  
When [Always Print] is enabled in [Document Control Print Select] in the system  
settings, a document control pattern is always printed.  
If [Allow User to Select] is enabled, follow the procedure below to print a document control  
pattern.  
Step 1: Select the [Data Security Kit] checkbox in the initial settings screen  
(properties screen) of the printer driver.  
See the Software Setup Guide for detailed information on the initial settings of the printer  
driver.  
Step 2: Before executing printing, click the [Advanced] tab of the printer driver  
properties window and click the [Document Control] button.  
See "3. Printer" in the Operation Guide for detailed information on printing.  
Step 3: Select the [Document Control] checkbox and select [Black], [Cyan], or  
[Yellow] from [Print Color]. (MX-FR28U only)  
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" in the system settings, follow the steps below to print a  
document control pattern. (For information on using files stored by document filing, see  
"USING STORED FILES" in "6. DOCUMENT FILING" in the Operation Guide.)  
Document Control Print Select  
When [Allow User to Select] is selected, the [Document Control] key can be touched to  
select whether or not a document control pattern 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.  
Step 1: Touch the [Special Modes] key in the print settings screen, and touch the  
[Document Control] key.  
If "Not Printing" is selected in "Document Control Print Select" in the system settings,  
the [Document Control] key is grayed out to prevent selection. (However, for files that  
had document control patterns printed when the files were saved, the [Document  
Control] key can be touched if the [Always Add the Pattern if You Print with it at  
Stored] checkbox has been selected in the system settings.)  
27  
 
Document Control Setting  
Step 2: If the [Allow User to Select the Print Color] checkbox is selected in  
[Document Control Print Select] in the system settings, touch the [Bk  
(Black)] key, the [C (Cyan)] key or the [Y (Yellow)] key.  
The key of the color selected in [Print Color Setting] in the system settings is initially  
selected. However, if the color mode of the stored file is set to a mode other than full  
color, [Bk(Black)] will be selected and it will not be possible to change the setting to  
[C(Cyan)] or [Y(Yellow)].  
After touching one of the keys, touch the upper [OK] key.  
Step 3: Touch the [Print and Delete the Data] key or the [Print and Save the Data]  
key.  
Using the document control function in Internet Fax Receive/  
Fax Receive/List Print modes  
No special operation is required. When printing takes place, a black and white document  
control pattern is embedded according to the document control function settings in the  
system 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.  
Function  
Command name  
Value  
Entry example  
Pattern printing  
ON/OFF  
DOCUMENTCONTROL  
ON  
OFF  
DOCUMENTCONTROL=ON  
28  
 
EX1  
 

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