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HP LaserJet Enterprise, HP PageWide Enterprise - Protect Stored Data on the Printer's Hard Drive

Learn how to protect printer data on the printer hard drive(s).

Introduction

There are several methods to protect data stored on the printer hard drive(s). One of the best solutions is to purchase a printer with an encrypted drive or upgrade to an encrypted drive if the option is available.
The data on an encrypted drive is not accessible if removed from the printer. 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.

Step one: Set up Protect Stored Data

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

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.

Job Data

Use the following steps to select a data erase mode.
Types of data erase modes available for performing a data erase operation for devices with a hard disk drive:
  • Non-Secure Fast Erase (No overwrite)
  • Secure Fast Erase (Overwrite 1 time) — overwrites the data once 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
Data erased when performing a data erase operation:
  • Stored jobs
  • Temporary job files (created as the result of processing jobs)
  • Installed solutions that are stored as job data
  1. For devices with hard disk drives, select a data erase mode in the Job Data area of the Protect Stored Data page.
  2. At the bottom of the page, click the Apply button.
    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.
Printers with eMMC/SSD storage devices do not have data erase modes for job data. However, they do have job encryption algorithm options.
Algorithms to encrypt job data for devices with eMMC/SSD (no HDD):
  • AES-128 (less secure, normal system performance)
  • AES-256 (more secure, decreases system performance)
To change the data encryption algorithm on a printer with eMMC/SSD storage, select the algorithm to use, and then click the Apply button at the bottom of the page.
Changing the encryption algorithm setting causes all stored jobs to be lost.

Change Password for Encrypted Drives

Learn how to change the password for encrypted hard drives.
note:
This is an optional configuration setting. 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.
  caution:
All customer data currently stored will be lost during a cryptographic erase.
  1. Select Generate a new random password (Recommended).
  2. 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.
  caution:
All customer data currently stored will be lost during a cryptographic erase.
  1. Select Manually set a new drive password.
  2. Enter a password in the Password: and Confirm Password: fields.
  3. Click the Change Password... button.

Managing 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 once 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 and for Quick Copy jobs; stored jobs sent from the print driver.
The following settings are available for configuration:
  • Allow new jobs to be saved in Job Storage - 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
    • 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.
  • Retain Temporary Jobs After Reboot - specify if temporary jobs are retained after the printer is restarted. The following settings are available:
    • Do not retain
    • Personal jobs only
    • All temporary jobs
  • Temporary Stored Job Retention - specify how long Quick Copy jobs are held on the printer. The following settings are available:
    • (default)
    • 30 minutes
    • 1 hour
    • 4 hours
    • 1 day
    • 1 week
    • 4 weeks
    • 3 days
  • Temporary Job Storage Limit - specify how many Quick Copy jobs can be stored on the printer.
  • Job Sort Order - 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.
  • Default Folder Name - specify the default folder where jobs are stored.
  • Standard Stored Job Retention - specify how long standard jobs are held on the printer. The following settings are available:
    • (default)
    • 30 minutes
    • 1 hour
    • 4 hours
    • 1 day
    • 1 week
    • 4 weeks
    • 3 days
  • Behavior when users are authenticated - define what users first see when they enter the Retrieve from Device Memory app (FutureSmart 3) or the Print from Job Storage app (FutureSmart 4) 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.
Click the Apply button to save any changes made on the Protect Stored Data page.

Step two: Complete the setup

On the Protect Stored Data page, review the selected settings, and then click Apply to complete the setup.

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