REV.1.2-30/03/2015 (EMC/EN) KYOCERA NET MANAGER SOFTWARE INFORMATION DATA PROTECTION

REV.1.2-30/03/2015 (EMC/EN) KYOCERA NET MANAGER SOFTWARE INFORMATION DATA PROTECTION

Introduction (1) About this document This document describes the Kyocera Net Manager software offered by Kyocera Document Solutions Europe B.V. (2) Definitions The following words and phrases have the following meanings: Words Meanings KNM KNM is the acronym for the Kyocera Net Manager (3) Software Version information This software information describes the following software version. KYOCERA Net Manager Server 5.2 KYOCERA Net Manager Embedded Terminal 5.2

CONTENTS 1. PERSONAL DATA USED IN KYOCERA NET MANAGER 1.1. PERSONAL DATA TRACKED/AVAILABLE IN KNM KNM REPORTS WITH PERSONAL DATA 1.3. HOW TO ADJUST THE RANGE OF PERSONAL DATA 2. MODULAR DATA SECURITY 2.1. PRINT DATA AND DOCUMENT CAPTURE SECURITY 2.2. KNM END-TO-END PRINT JOB ENCRYPTION KNM Software information Data protection V1.2 30-03-2015 Page 3/7

1. Personal data used in Kyocera Net Manager This document serves as an overview of all personal data that are monitored, stored and handled by KNM. It explains how to adjust the range of personal data that are stored in KNM according to customer policies 1.1. Personal data tracked/available in KNM Following personal data are monitored and stored in KNM: Login name Full name of the user Email address (optional) ID card number (optional) PIN code (optional) Password (optional) Phone number (optional) ID number of the user (optional) Print job data Print job names Number of printed, copied and scanned pages PDF previews of print jobs (optional with activated job preview function) KNM reports with personal data All reports from the section Users contain username and full name of the user*. Some reports from other sections contain username and full name of the user as well: Coverage Counters Users Department Subtree - Current Membership Department Subtree - Current Membership (Advanced) Environmental impact Users Projects - Projects Per User Projects - User Total Summary Extreme Counters Analysis Project Jobs Daily summary report contains information about name of the job without job owner name. Environmental impact report -- Expired or deleted jobs contains username and name of the job KNM Software information Data protection V1.2 30-03-2015 Page 4/7

1.3. How to adjust the range of personal data The range of personal data can be adjusted to fit the needs of every customer. There are the following options available: An extended User Privacy Mode license can hide all names of printed jobs. When the license is inserted and activated on KNM server nobody can track the names of print jobs and the optional job preview function is disabled. For a maximum protection, the license cannot be removed once activated. User Privacy Mode license can be ordered free of charge from Kyocera. User-based reports can be restricted or completely removed keeping only department-based and devicebased information available in the reports. If only some users are to be restricted, it can be done via KNM user rights management. In case permanent removal of all the reports is required, Kyocera KNM Support Team can provide such service on request. This is the highest mode of personal data protection in KNM. A database can be customized not to store any user related statistics. In that case there are statistics and reports available only per group and/or per device. Unlike the previous method, where the data are still available in the database, but are not visible in the reports, this mode doesn t work with user related data at all. The database customization can be provided via Kyocera KNM Support Team. KNM Software information Data protection V1.2 30-03-2015 Page 5/7

2. Modular data security 2.1. Print data and document capture security Kyocera Net Manager will add modulare security capabilities to your document workflows. Level of security can be set based on specific requirements for the connected print and document capture environment. If required End-to-End encryption can be enabled Send print job(s) as encrypted data from the desktop/client PC to the KNM Print Server(s) Store print data on the KNM Print Server(s) Send encrypted print job(s) from KNM Print Server(s) to the printing device(s) 2.2. KNM End-to-end print job encryption Since leakage of sensitive content of printed documents is the major security concern for most of the customers, KNM was designed to provide the high level of security within whole document and job handling process. This communication can be secured by using SSL encryption, so that even if someone installs a network monitoring tool to see the transmitted data, he can never get access to the job content. Job is first send from printer spooler to the locally installed Easy Job Manager application, which then forwards the job to KNM server via HTTPS protocol. For detail information how to setup Easy Job Manager please read the KNM Install Manual. After the job has been sent from client workstation, it is being stored at designated folder of MyQ server(s). To ensure full security of the print jobs in this storage, whole folder and all its content should be encrypted using standard OS methods. For detail information how to encrypt the folder please read Kyocera MyQ Security White Paper how to setup the job encryption for the MyQ print spool folder within the MS Windows OS. Similar to the client the KNM server(s) communication to the printing device(s) can be set to use of SSL encryption. In this case the standard and unsecure RAW protocol can be easily changed to secure IPPS via the KNM print queue configuration. Please read the KNM Install manual for more detailed information. KNM Software information Data protection V1.2 30-03-2015 Page 6/7

If you have any questions or comments, please contact: Hans Gerd Schmidt Software Product Manager Kyocera Document Solutions Europe B.V. Phone: +49 (0) 2159 918-0 Mail: Gerd.schmidt@deu.kyocera.com KNM Software information Data protection V1.2 30-03-2015 Page 7/7