Security at Xerox

The Image Overwrite product security option electronically shreds information stored on the hard disk of devices as part of routine job processing. Electronic erasure can be performed automatically at job completion (Immediate), On Demand, and on some models Scheduled. The Xerox Image Overwrite product security process implements a three-pass algorithm originally specified by the U.S. Department of Defense.

All data in motion in and out of the device, as well as data stored within the device, is secured with state of the art encryption. Most Xerox devices support several different protocols for encrypting data in motion in and out of the device including SSL and IP Security (IPSec). Note that scanning, printing, and access to the Web/remote user interface can be secured with either SSL/TLS or IPSec.

While firewalls work at the network periphery to prevent unauthorized access to a customer's environment, unprotected fax connections in multifunction printers can be an open "back door" into the network. Xerox was the first manufacturer to offer a Common Criteria certified product that assures complete separation of the fax telephone line and the network connection, and continues to include that claim in all product security certifications.

When enabled on Xerox office printers and multifunction printers, this feature monitors the print, copy, scan and fax pages produced and who produces them. Administrators can limit the number of print, copy, scan and fax jobs a user can perform, track activity at a user, group or department level, and manage access to color copying and printing.

Use of device functions (e.g., scan, e-mail and fax) can be restricted by user and by function according to access control lists set by the System Administrator.

When sending a job from a print driver or using the web print submission tool, the user selects the Secure Print method and enters a unique PIN number. Jobs are sent and safely stored at the device until the user enters that same unique PIN to release them. This controls unauthorized viewing of hard copy documents sent to the printer.

A labor saving feature for office and multifunction printers, this allows document-related software applications to be accessed on the user interface to improve workflow and minimize time at the device.

Removable Hard Drive Kits are supported on certain Production High Volume systems and select Office equipment:

• WC5665, WC5675, WC5687

• WC5735, WC5740, WC5745, WC5755

• WC5765, WC5775, WC5790

• WC7425, WC7428, WC7435, WC7440

• WC7525, WC7530, WC7535, WC7545, WC7556

There are many security and hard drive mobility benefits to the Removable Hard Drive Kit:

• Allows the System Administrator to quickly and easily remove hard drives and lock them up for storage in a safe or locked in a cabinet.

• This eliminates the risk of unauthorized access when the device is unattended or is powered off at end of day.

• This capability is helpful for customers who print data that is subject to legal regulations (e.g., HIPAA, PCI) or might have a Variable Input Printing database containing sensitive information.

• The kit provides a means to relocate the printer’s disk drive to an external location attached to the machine.

• The Disk drive is kept secure inside a lockable disk caddy attached to the back of the printer or attached shelf.

• Extra caddies with disk drive are available for purchase. Extra disk drives allow different users or departments to control their own disk drive.

Most customers need to restrict access to a device to a limited set of authorized users and Operators. Xerox production devices include access control features such as:

• Authentication Feature: This feature ensures that only properly authorized users are permitted to use a Production device. Any type of interaction between a user and a Xerox production device is associated with a security account. The association, or logon session, is the basis for granting access to any user. Once the logon session is established, the user can interact with the printer or access customer data, subject to restrictions based on the user's Role.

• Role Based Access Control (RBAC): The RBAC feature ensures that authenticated users are assigned to a role of User, Operator, or Administrator. Each role has associated privileges with appropriate levels of access to features, jobs and print queue attributes.

• Microsoft Active Directory Services: The Microsoft Active Directory Services (ADS) feature enables the device to authenticate user accounts against a centralized user account database, instead of exclusively using the user account database that is managed locally at the device.