Device Security of Okidata MFP s

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Olivia Mills
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1 Device of Okidata MFP s Applicable Devices: MB760/MB770 Series/MPS5502/MC770/MC780 Series/MPS3537/MPS4242/CX1145/CX3535/CX4545/ES9465/ES9475 NOTE: This does not apply to the MC873 / ES8473 product. This document pertains to the security of documents stored on the Okidata MFP Hard Disk Drive (HDD). The following is a description of, Enhanced and Optimum states for Okidata MFPs as they apply to: 1. MFPs at installation 2. MFPs already in place at customer locations 3. MFPs leaving the customer s possession (End of Life) 1. Installation of New Okidata MFPs : Ask your Okidata service representative to enable the standard AES Secure Encryption feature. Once enabled by your service technician, the Secure Encryption feature encrypts all documents that are stored on the Hard Disk Drive (HDD). Documents that have been scanned to the HDD, or network destination and stored on the HDD will be encrypted and can only be retrieved in readable format if the HDD is installed on the MFP and the user is retrieving the document in accordance with machine specifications. Documents that have been copied, faxed or printed are encrypted and are inaccessible whether the HDD is removed from the MFP or not. Enhanced : Order and have the Data Overwrite Kit installed by your service representative. The Data Overwrite Kit (see applicable models on page 3) overwrites all copy, print, fax and scan after every job immediately after completing the operation. Overwritten data cannot be re compiled or retrieved in a readable format. See applicable models on page 3. Optimum Optimum : The optimum security level entails enabling the AES Secure Encryption feature and ordering and installing the optional Data Overwrite Kit. See applicable models on page 3. 1 P age

2 At the End of Life, prior to disposal or return of the equipment to the lessor, it is highly recommended that security procedures are performed to remove all stored information on the HDD. Please refer to the End of Life section within this document on page 4 for applicable models and available procedures. 2. Okidata MFPs Already in Place at Customer Locations : Securing a previously installed product prior to the end of life is a two step process. Step one is to scrub the HDD to eliminate all traces of documents. For, step two is to enable or install AES Secure Encryption. Once enabled or installed by your Okidata service representative, the AES Secure Encryption feature encrypts all documents that are stored on the HDD. Documents that have been scanned to the HDD, or network destination and stored on the HDD will be encrypted and can only be retrieved in readable format if the HDD is installed on the MFP and the user is retrieving the document in accordance with machine specifications. Documents that have been copied, faxed or printed are encrypted and are inaccessible whether the HDD is removed from the MFP or not. Countermeasures: (estimated time: 2 hours on site*) Enable or Install Secure Encryption Remove Data Overwrite* *NOTE: To perform an entire HDD scrub, the data overwrite kit must be used. Please refer to the service documentation of the specific model for exact procedures. Enhanced : Securing a previously installed product prior to the end of life is a two step process. Step one is to scrub the HDD to eliminate all traces of documents. For Enhanced, step two is to order and have the Data Overwrite Kit installed by your Okidata service representative. The Data Overwrite Kit overwrites all copy, print, fax and scan after every job immediately after completing the operation. Overwritten data cannot be re complied or retrieved in a readable format. Countermeasures: (estimated time: 2 hours on site*) *NOTE: The Data Overwrite Kit overwrites data on a go forward basis. It does not retroactively overwrite data. Therefore, an entire HDD scrub should be performed. To perform an entire HDD scrub, the data overwrite kit must be used. Actual scrub time can take up to 4 hours. 2 P age

3 Optimum Optimum : The optimum security level entails enabling or installing the AES Secure Encryption feature and ordering and installing the optional Data Overwrite Kit. Countermeasures: (estimated time: 2 hours on site*) Enable or Install Secure Encryption *NOTE: Actual scrub time can take up to 4 hours. For the time estimation, it is assumed that once the process has been initiated, the service technician is not physically at the device until the process is complete. At the End of Life, prior to disposal or return of the equipment to the lessor, it is highly recommended that security procedures are performed to remove all stored information on the HDD. Please refer to the End of Life section on the next page for available procedures. Applicable Models Data Overwrite Kit Part Number MB760/MB770 Series/MPS5502 MFP Included N/A MC770/MC780 Series/MPS3537/MPS4242 MFP Included N/A NOTE: MC873/ES8473 Does not apply/not offered in this model CX1145 MFP* GP CX3535/CX4545 MFP* GP ES9465/ES9475 MFP GP *Products are currently discontinued 3 P age

4 3. Okidata MFPs leaving the customer s possession Disposal or Return of Okidata Equipment (End of Life) : The End of Life involves removing the uncleansed HDD and returning it to the customer. The customer is then responsible for disposing of the HDD. If your MFP has been financed, the lessor requires that the MFP is returned in good operating condition. In this case, a new HDD is then installed and reloaded with system firmware so that the MFP will be operational. Additional cost may be incurred by the end user / customer for the new HDD. Procedure: (estimated time: 1 hour on site) Remove and return uncleansed HDD to customer. Customer is responsible for clearing of data and disposal of HDD. Install new HDD with machine firmware (if machine to be returned to the lessor) Scrub NVRAM and Fax Enhanced : The Enhanced End of Life Scrub involves overwriting all of the data on your existing Oki Data MFP, including NVRAM and Fax data. If your MFP has been financed, the lessor requires that the MFP is returned in good operating condition. In this case, reloading the system firmware is required so that the MFP will be operational. The Enhanced End of Life Scrub ensures that data is irretrievable and that the HDD is restored to functional status. Procedure: (estimated time: 2 hours on site) NVRAM and Fax Data Scrub Reload System Firmware *NOTE: To perform an entire HDD scrub, the data overwrite kit must be used. Please refer to the service documentation of the specific model for exact procedures. 4 P age

5 Optimum : In addition to the procedures included in the Enhanced End of Life Scrub, an Oki Data service representative will provide the end user / customer with the actual MFP HDD. The customer is then responsible for disposing of the cleansed HDD. The Oki Data service representative will install a new functional HDD in the device to restore it to full functionality if desired. If your MFP has been financed, the lessor requires that the MFP is returned in good operating condition. In this case, a new HDD is then installed and reloaded with system firmware so that the MFP will be operational. Additional cost may be incurred by the end user / customer for the new HDD. Procedure: (2 hours on site) Optimal NVRAM and Fax Data Scrub Remove and return cleansed HDD to customer Replace HDD and reload system firmware in machine *NOTE: To perform an entire HDD scrub, the data overwrite kit must be used. Please refer to the service documentation of the specific model for exact procedures. Applicable Models Data Overwrite Kit Part Number MB760/MB770 Series/MPS5502 MFP Included N/A MC770/MC780 Series/MPS3537/MPS4242 MFP Included N/A NOTE: MC873/ES8473 Does not apply/not offered in this model CX1145 MFP* GP CX3535/CX4545 MFP* GP ES9465/ES9475 MFP GP *Products are currently discontinued 5 P age

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