UniFLOW Secure Printing

Document security needs differ between individuals within businesses as well as between different businesses. Canon’s comprehensive approach to security ensures that all of these needs can be met across all the key areas of Confidentiality, Integrity and Availability.

Why is security important?

It’s common these days for digital assets to be secured by firewalls, secure log-ins and virus protectors, but the role of network multifunctional printers (MFPs) isn’t given sufficient consideration.

With invoices, forms, statements and confidential employee documents, regularly passing between PCs and printing devices, it’s essential that organisations understand the important role that such devices play in the security chain.

Even more so, since today’s MFPs incorporate facilities such as scan-to-email and fax, and are therefore connected to the network, internet and potentially undesirable, prying eyes.

What is Confidentiality?

Confidentiality is about making sure information in physical and digital format is not exposed or disclosed to unauthorised individuals or systems. The need for confidentiality spans numerous documents, covering anything from customer information to invoices to strategic business information.

 

Document Protection Causes of security breaches

Secure Watermark

The Secure Watermark functionality allows you to make copies and print documents with low visibility text embedded within the background. When the documents are copied, the low visibility text appears darker on the document. This is a visible deterrent against security leaks caused by the unauthorised copying of confidential information such as personal data, certificates and more.

 

eCopy File Encryption

This feature is standard with all editions of eCopy™ ShareScan® eCopy ShareScan’s 128 bit File Encryption allows the user to encrypt scanned information (PDF files only), so that a password is required to open it. The password can be configured for length and type to comply with ‘strong’ password regulations. Once File Encryption is enabled, it can be set as mandatory or left as optional for the end user. File encryption can also be set on a per connector basis for every connection to back end systems.

 

File Usage

ShareScan’s File Encryption allows the user to set passwords for Adobe PDF documents to restrict opening, editing or printing a scanned document. Any recipient of the PDF document will be prevented from performing actions on the document unless they supply the correct password.

 

Encrypted PDF

The Encrypted PDF functionality encrypts the scanned image within a PDF before sending it from the device. This functionality is compatible with Adobe Acrobat standards and does not require a server to perform the encryption. Encrypted PDF restricts printing and text extraction via a password with up to 128 bit encryption.

 

Adobe LifeCycle Rights

Management ES integration With Adobe LifeCycle Rights Management ES integration, users can secure PDF files and apply persistent and dynamic policies to maintain their confidentiality, control their use and manage their availability. Users can closely monitor when and how often these files are accessed through detailed audit logs. The server allows users to control access and usage rights and protect sensitive and high-value information against inadvertent or malicious disclosure. Since security policies are maintained at server level, users can change rights even after a file is distributed. To utilise this capability, Adobe LifeCycle Rights Management ES server and software needs to be installed and the imageRUNNER ADVANCE series needs to be connected to this server via internet or intranet.

 

Document Scan Track & Lock

This optional feature can embed Track & Lock code within copied or printed documents to restrict unauthorised copying, sending and faxing of these documents as well as track where these documents are originated. With this feature, users can set security restrictions on important documents to prevent others from duplicating copies, as well as sending or faxing these documents to unauthorised people. It embeds the ‘’who copied/printed what at which device’’ information to track down a person who makes an unauthorised copy/print and identify the owner of a document even if it is left unattended.

 

Document Protection

iW Desktop print publishing tool allows you to also export to PDF and secure the file with a password. 128 bit encryption is used to ensure that only authorised people can view the contents of a document. This feature would be useful when distributing confidential information to a wider audience.

Information Transfer

Encrypted Printing The Encrypted Printing functionality encrypts the print job from the users PC to the MFP.

A printer driver plug-in is required to encrypt the print data and the functionality needs to be activated on the device.

eCopy Network Communication Encryption

Standard with all editions of eCopy ShareScan Network communications between the MFP and the ShareScan server is encrypted using HTTPS. This is the default setting and cannot be overridden by the user.

 

IPsec Board

The optional IPSec board allows users to use IPSec to ensure information privacy and security for the Internet Protocol (IP) communications over the network.

 

What is IPSec?

IP security is a suite of network layer protocols for securing Internet Protocol (IP) communications by authenticating and/or encrypting each IP packet in a data stream. It also includes protocols for cryptographic key establishment. It encrypts traffic so that the traffic cannot be read by parties other than those for whom it is intended, ensures that the traffic has not been modified along it’s path and is from a trusted party and protects against replay of the secure session.

 Access Restriction uniFLOW Login Manager

Optional module for all editions of uniFLOW. (Any edition of uniFLOW includes 1 module of choice for free).

The uniFLOW Login Manager ensures only authorised users are given access to print documents from the print queues or a central document archive.

The uniFLOW Login Manager enables the Users to:

• Identify themselves at the MEAP enabled MFP

• Select a Cost Centre by touching the display panel on the MFP

• Securely hold their details (user name and email address) so that other applications on the device can use them. Identification Methods uniFLOW offers various ways of identification at the MFP:

• Entering a numeric code (e.g. a PIN-code), or an alphanumeric code (e.g. a cost centre)

• Using a magnetic card

• Using a contactless card

• Using your fingerprint.

MEAP Application

The display panel of the MFP is used to directly show information to the end users. The user does not have to move to another “add on 3rd party” device next to the MFP.

The MEAP application enables the Users to:

• Select one or more print jobs directly from users own secure personal queue and release it for printing

• Select one or more print jobs directly from users secure group queue and release it for printing

• Select one or more print jobs directly from a central document archive e.g. approved internal company documents or forms.

 

Security & Cost Control Pack proximity card authentication

Security & Cost Control Pack for Canon MEAP devices secures access to the device and secured print jobs via Job pin, username and password or even proximity card authentication.

Please note that Security & Cost Control Pack only supports Canon MiCard v2 HID contactless proximity cards. uniFLOW supports many more. Security and Cost Control Pack is a cost-effective solution suitable for small businesses with up to a maximum of 5 MFPs and 50 users. Above this the scalable uniFLOW Solution must be used.

 

Document Scan Track & Lock

This optional feature can embed Track & Lock code within copied or printed documents to restrict unauthorised copying, sending and faxing of these documents as well as track where these documents are originated.

With this feature, users can set security restrictions on important documents to prevent others from duplicating copies, as well as sending or faxing these documents to unauthorised people and embed the ‘’who copied/printed what at which device’’ information to track down a person who makes an unauthorised copy/print and identify the owner of a document even if it is left unattended.

 Therefore™ Access Rights For Documents

Standard with all editions of Therefore™ Access rights can be applied to most aspects of the system to define who sees which documents and who can open, edit, annotate, print etc.

Active Directory integration

Therefore™ integrates into the customer’s network infrastructure allowing existing security policies to be applied. Security administration is generally performed by managing Group Memberships in Active Directory.

Rights Server

Rights Server is an interface which a customer can implement using Therefore™ API/Developer Edition. It allows customers to apply non-standard access rights based on business processes.

iW Document Server Login – Access Privileges

Access privileges can be defined for all customer data via Access Control List (ACL). Only supervisors are allowed to change the settings of these access privileges. These include: Full Control, Right to Edit, Right to Update and Right to View. User access can be managed locally or via Active Directory. iW Document Server uses Windows Internal Database (SQL Server Embedded Edition) SQL Server 2005/SQL Server 2008. Department ID’s, SSO, SDL, S&CCP

Department IDs

Department IDs can be enabled on the MFP. The user enters their department ID code and password and can then make a print, copy, fax or scan. Without this ID code and password, the device functionality is unavailable.

Department ID codes can also have different access levels associated with them e.g. one code can allow users to copy and print in colour while another only allows users to make a black and white photocopy.

Department ID code usage limits (quotas) can be used to control usage of specific functions of the MFP. Separate limits can be set for the following functions:

• Total Prints

• Copy

• Scan

• Print

A breakdown of usage can also be printed if required.

Single Sign On (SSO)

Device security can be further enhanced using the Single

Sign-On feature. By entering their network username and password, users can gain access to all the functionality of the multifunctional device (functionalities cannot be controlled individually).

Connection to the Active Directory ensures that only users who can log on to the network can also access the MFP. This also means that all changes made to the Active

Directory by the IT department become immediately available to the MFPs, ensuring the same rights are maintained across the network.

To operate SSO, a Security Agent – acting as the interface between the MFPs and the Active Directory – needs to be installed on a server.

SSO-H

SSO-H is a login application that authenticates a user, either against a domain controller in an Active Directory environment or against a database on the local device. SSO-H locks down the device until the user has been authenticated. The key difference compared between SSO and SSO-H is that the latter no longer requires a Security Agent.

Simple Device Login (SDL)

If Active Directory is not available, users can still be made to “log in” to the Canon multifunctional device using SDL. With SDL, the user lists are stored on the device itself rather than the central active directory server. Users and groups can also be linked to department ID codes for centralised usage control. The user management information for SDL is entered either via a web browser or can also be imported from a text file.

IEEE 802.1X

The 802.1X standard provides authentication to devices attached to a LAN port, establishing a point-to-point connection or preventing access from that port if authentication fails.

Secure Data Storage uniFLOW Encrypt Job Name Standard with all editions of uniFLOW Encrypt Job Name in Device Logs

Print Job Names are normally visible in shared print queues. A security kit is commonly applied to the device to hide the logs completely, however this disables accounting in most environments.

The Encrypt Job Name functionality replaces the Print Job Name and the User Name within a print job with a uniFLOW generated identifier.

The Print Job Names are no longer identifiable in the machine logs, eliminating the need for the security kit to hide the job logs.

Disguise Print Job Names

It is also possible to disguise the Print Job Names in order to prevent people from guessing the job’s content from a secure queue or job ticket queue in the spooler. The Job Names will be changed so that they are only identifiable by the uniFLOW system, which is meaningless to end-users.

eCopy Secure File Deletion

Standard with all editions of eCopy ShareScan eCopy ShareScan’s Secure File Deletion functionality deletes all temporary files on the server, overwriting each deleted file three times. This prevents individuals from retrieving files using data recovery tools.

This functionality complies with US Department of Defence standards.

Removable Hard Drive

The optional Removable Hard Drive Kit allows the removal of a hard disk for storage in a secure location. Using the kit, the hard disk can easily be removed and reinstalled easily and securely. Once installed, it can be secured by padlock.

Trusted Platform Module

The Trusted Platform Module (TPM) is an open standards security chip serving as a tamper-resistant storage vault for protecting highly sensitive information. Millions of laptops and desktops are shipped with TPM chips. It helps organisations harden applications against physical attacks.

Once the TPM chip is activated, it helps the device to protect against physical attacks. If it is removed from the device, it cannot launch, ensuring high levels of security controls.

The TPM can encrypt passwords, certificates, IDs and cryptographic keys. Encoded data on the hardware can be separated from passwords, certificates, IDs and cryptographic keys encrypted on the TPM chip.

Hard Drive Erase

The HDD Data Erase option is available for environments requiring additional data security. The kit will automatically overwrite and erase image data immediately after the job is completed; therefore, no trace of the data remains on the hard disk.

It will perform an overwrite up to 3 times with random data for maximum security protection depending on the preferences set by the system administrator. Other settings for the kit include the ability to overwrite once with null data and overwrite once with random data.

Paper Output Control uniFLOW Secure Printing (incl. MyPrintAnywhere)

Optional module for all editions of uniFLOW. (Any edition of uniFLOW includes 1 module of choice for free). uniFLOW Secure Printing provides users with effective security mechanisms to control the output of sensitive documents. Print jobs are held on the server and can only be retrieved at the MFP using an appropriate identification method. To allow for secure printing, user identification at the MFP is needed.

There are various configurations to suit different requirements:

1. Device Centric Secure Printing: The User prints the documents from their PC. The server holds the print jobs and releases them only when the user is identified at the MFP.

2. MyPrintAnywhere Secure Printing: The User prints the documents from their PC. The server holds the print jobs. The server releases the print jobs to any MFP at which the user provides a valid identification.

 Identification Methods

uniFLOW offers various ways of identification at the MFP:

• Entering a numeric code (e.g. a PIN-code), or an alphanumeric code (e.g. a cost centre)

• Using a magnetic card

• Using a contactless card

• Using your fingerprint.

MicroMIND & MiCard devices use the MFP’s USB connection, thereby removing the requirement for an additional IP address. This reduces the points of attack on the network and the security concerns of another network attached device. uniFLOW provides the administrator with an extensive set of configuration options to allow the system to integrate with existing customer environments. uniFLOW is also designed to be customisable. Any new authentication devices, mechanisms or systems can be supported quickly and efficiently on a project basis.