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HP LaserJet Enterprise, HP PageWide Enterprise - Set up the Protect Stored Data feature

Learn how to set up the Protect Stored Data feature using the Embedded Web Server (EWS).

There are several methods to protect data stored on a printer running HP FutureSmart firmware level version 3,4, or 5. All HP Enterprise printers encrypt the stored data and, depending on the mass storage on the printer, offer different ways to protect the data.

Data on the drive should be erased prior to donating, recycling, or transferring ownership of this printer. To ensure that print or scan job images are not retained on the hard drive (until overwritten by another job), select a secure file erase mode in the Managing Temporary Job Files area of the Protect Stored Data page.

Note:

If a job is in process at the same time a data erase mode operation is initiated, the job will complete before the data erase operation begins.

View the Drive Status

Click the Security tab, and then select Protect Stored Data to access the Drive Status in the EWS.

The Drive Status area of the Protect Stored Data page contains the following information about each drive installed on the printer:

Type of drive
Content on the drive
Serial number
Encryption status

If multiple drives are installed on the printer, use this Drive Status area to specify which drive the printer uses by using the Use Drive... operation and also to perform an Erase Drive... operation on a specified drive.

eMMC/SSD devices show Status Disk Cannot be encrypted for the encryption status. This status is normal because these devices are not self-encrypting. All customer data written to eMMC/SSD devices is encrypted.

Set up Protect Stored Data

Learn how to set up Protect Stored Data using the EWS.

Note:

The steps to set up the Protect Stored Data feature vary slightly between HP FutureSmart 3 and HP FutureSmart 4 and 5.

Erase Job Data on printers with hard drives

Use the following steps to select a data erase mode and perform an Erase operation on printers with hard disk drives (HDD).

Select the Security tab.
Select the Protect Stored Data option from the left pane.
For devices with hard disk drives, under Job Data select a data erase mode.

Note:
Printers with eMMC/SSD storage devices do not have data erase modes for job data. Use the job encryption option for these devices.
- Non-Secure Fast Erase (No overwrite)
- Secure Fast Erase (Overwrite 1 time) - Overwrites the data one time and has little effect on printer performance
- Secure Sanitize Erase (Overwrite 3 times) - Overwrites the data three times and might have an affect on printer performance
  
  HP FutureSmart 4 and 5: Job Data for printers with a hard disk drive
  
  HP FutureSmart 3: Job Data for printers with a hard disk drive
Click the Erase button to start the Erase Job Data operation.

Note:
The printer automatically restarts after the Erase Job Data operation completes. The printer control panel displays the splash screen while the operation is in progress. Erase Job Data operations can take varying lengths of time, from minutes to hours, depending on the amount of data being erased.
The printer automatically restarts after the Erase Job Data operation completes and the following data is erased:
- Stored jobs
- Temporary job files (created as the result of processing jobs)
- Installed solutions that are stored as job data

Encrypt Job Data on printers with eMMC/SSD storage

Use the following steps to encrypt job data on printers with eMMC/SSD storage.

Note:

Changing the encryption algorithm setting causes all stored jobs to be lost.

Select the Security tab.
Select the Protect Stored Data option from the left pane.
For devices with eMMC/SSD storage, select a data encryption option (depending on the firmware version installed).
- Under Job Data select Secure Cryptographic Erase and click the Erase button to start the encryption operation. OR
- Under the section Select the algorithm to encrypt job data, select a data encryption option and click the Change Encryption button to start the encryption operation.
  - AES-128 (less secure, normal system performance) (Default setting)
  - AES-256 (more secure, decreases system performance)
    
    HP FutureSmart 4 and 5: Job Data Encryption Algorithms
    
    HP FutureSmart 3: Job Data Encryption Algorithms
  Note:
  The printer control panel displays the splash screen while the operation is in progress. Encryption operations can take varying lengths of time, from minutes to hours, depending on the amount of data being erased.
The printer automatically restarts after the Encryption operation completes and the following data is lost:
- Stored jobs
- Temporary job files (created as the result of processing jobs)
- Installed solutions that are stored as job data

Change Password for Encrypted Drives (HP FutureSmart 3 only)

Learn how to change the password for encrypted hard drives.

Note:

This is an optional configuration setting available in HP FutureSmart 3 only. The printer encryption keys are randomly generated when the product is started and securely stored in a protected memory area.

Note:

This configuration setting is not available for eMMC/SSD printers. The encryption key on an eMMC/SSD printer is regenerated every time the printer is restarted.

If an EIO drive is installed on the printer, its information will be displayed in the Drive Status section and a Change Password... button will be available in the Change Password for Encrypted Drives area.

Generate a new random password for all encrypted drives

Use the following steps to generate a new password for encrypted drives (available in HP FutureSmart 3 only).

Note:

This new, randomly generated, password applies to all encrypted disks installed on this product. No data on the disks will be lost by changing the password.

Select Generate a new random password (Recommended).
Click the Change Password... button.

Manually set a new password for all encrypted drives

Use the following steps to manually set a new password for encrypted drives (available in HP FutureSmart 3 only).

CAUTION:

All customer data currently stored will be lost during a cryptographic erase.

Select Manually set a new drive password.
Enter a password in the Password: and Confirm Password: fields.
Click the Change Password... button.

Manage Temporary Job Files

Use the Managing Temporary Job Files area to set the data erase mode used when temporary job files are erased during a data erase operation.

The following types of data erase modes are available for data erase operations on temporary job files:

Non-Secure Fast Erase (No overwrite) - Deletes the cryptographic key
Secure Fast Erase (Overwrite 1 time) - Overwrites the data one time and has little effect on printer performance

Note:
This data erase mode is not available for eMMC/SSD devices.
Secure Sanitize Erase (Overwrite 3 times) - Overwrites the data three times and might have an affect on printer performance

Note:
This data erase mode is not available for eMMC/SSD devices.

Manage Stored Jobs

Use the Manage Stored Jobs area to manage settings for jobs stored on the printer, for Quick Copy jobs, and for stored jobs sent from the print driver.

The following settings are available for configuration:

Allow new jobs to be saved in Job Storage (HP FutureSmart 4 and 5) or Allow stored jobs on this device (HP Future Smart 3) - Select this check box to enable job storage on the printer. The jobs are sent from a print driver, or they can be created with the Scan to Job Storage app on the printer control panel (if available).

Select one or more of the following check boxes to configure the use of PINs for stored jobs:
- Require all PINs to be four digits
- Require all Scan to Job Storage jobs to be PIN-protected
  
  Note:
  Not available on eMMC/SSD devices.
- Require all print driver stored jobs to be PIN-protected or encrypted
- Cancel all print driver jobs without PIN protection
- Add PIN protection to existing stored jobs - The specified PIN will be assigned to all currently existing jobs that do not already have an associated PIN.
Behavior when users are authenticated - Define what users first see when they enter the Print from Job Storage app (HP FutureSmart 4 and 5) or the Retrieve from Device Memory app (HP FutureSmart 3) from the printer control panel. The following settings are available:
- Default - When users enter the app from the printer control panel, they see all folders inside the app.
- Assist users to their jobs - Authenticated users entering the app first see only their jobs.
Default Folder Name - Specify the default folder where jobs are stored.
Delete Temporary Stored Jobs After - Specify how long jobs are held on the printer including Temporary Jobs, Personal, Quick Copy, Proof, and Hold jobs. Standard Stored Jobs are sent from a print driver in Stored Job mode. The following settings are available:
- Off (default)
- 30 minutes
- 1 hour
- 4 hours
- 1 day
- 3 days
- 1 week
- 4 weeks
Job Sort Order or Sort Stored Jobs By- Specify how stored jobs are sorted, either by Job Name (default) or Date. The job sort order also affects the jobs that are in the print queue on the device.
Retain Temporary Jobs After Reboot - Specify if temporary jobs are retained after the printer is restarted. The following settings are available:

Note:
Not available for eMMC/SSD devices.
- Do not retain
- Personal jobs only
- All temporary jobs
Standard Stored Job Retention (HP FutureSmart 4 and 5 only) - Specify how long standard jobs are held on the printer. Standard Stored Jobs include Scan to Job Storage jobs and jobs sent from a print driver in Stored Job mode. The following settings are available:
- Off (default)
- 30 minutes
- 1 hour
- 4 hours
- 1 day
- 3 days
- 1 week
- 4 weeks
Temporary Job Storage Limit - Use to specify how many jobs are allowed to be stored on the printer (1-300).

Note:
Not available for eMMC/SSD devices.
- HP FutureSmart 4 and 5 - Specifies how long Quick Copy jobs are held on the printer.
- HP FutureSmart 3 - Specifies how many Hold, Personal, Proof, and Quick Copy Jobs are held on the printer.
Temporary Stored Job Retention - Specify how long Quick Copy jobs are held on the printer. The following settings are available:

Note:
This retention mode is not available for eMMC/SSD devices.
- Off (default)
- 30 minutes
- 1 hour
- 4 hours
- 1 day
- 3 days
- 1 week
- 4 weeks

Review the selected settings, and then click the Apply button to save any changes made on the Protect Stored Data page.

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