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Handling of Information Assets Stored on RICOH Products At Machine End of Life

As the IT revolution continues its rapid push forward, technologies continue to be developed to better protect the valuable information assets stored inside hard disks and other storage media. At the same time, technologies and techniques used to illegally extract and reconstruct these assets, which include data that has been "deleted" by manual operation, have also become remarkably sophisticated. In today's IT environment, there is widespread demand for solutions that will protect information assets from such threats.

We would like to provide the following information to our customers using our multi-function products, printers, and FAX machines (herein referred to as "RICOH machines"), so that you can have a chance to avoid leakage, dissemination or unintended disclosure of your valuable information assets when you decide to dispose of or reassign your RICOH machine, such as at the conclusion of a machine lease.

Several types of data are stored inside your RICOH machine, including Address Book data, settings, and image data, which machine users freely program and store themselves. Also included are images created by the machine for temporary internal use in order to perform various input/output operations. All of these can be considered information assets. When you are finished using your RICOH machine, please be aware that it is not Ricoh, but the responsibility of the owner of these assets, you the customer, to ensure that this data is completely erased. This is also true if you have leased your RICOH machine from a leasing company. In such cases, it is highly recommended that you confirm for yourself and are completely satisfied that your valuable information assets are erased by irretrievable means.

Described below are the information assets stored inside your RICOH machine that you will need to erase when you are finished using the machine, along with the required methods for erasing this data.

Information assets:

1. Image data stored on the hard disk for temporary internal use when a copy, print, or other job is performed
2. Image data that the user intentionally stores on the machine hard disk when performing a copy, print, or other job
3. User Tools data that includes personal information, such as Address Book data, IP addresses, mail server addresses, device and site certificates, and the SSH public key
4. Registered Stamp and User Text data

Methods for erasing this data:

1. Execute the "Erase All Memory" feature of Data Overwrite Security Unit, a product option sold separately for use on your RICOH machine.
2. If you are using device and site certificates or an SSH public key, erase this data using WebImageMonitor.
3. If you are using the Global Scan/Card Authentication Package option, consult your sales representative regarding how the card will be removed from the machine and its data erased. This is because in some cases, data may remain on the SD card.

For more details on the above, please contact your sales representative.