UBC: ___ XGS: ___
20100423 1
Fleet Management & Reporting utilizing Xerox Device Manager (XDM) at UBC
UBC and Xerox Global Services (XGS) have agreed to optimize the fleet of devices supporting UBC end-users. The requirement for accurate data gathering requires that XDM be implemented and deployed to discover and manage networked printers. This data will be used to create accurate and cost saving deployment of the optimized fleet. The information collected from XDM is used solely for the purpose of tracking the device identity, device properties and device status. XGS warrants that:x No fields will carry personal information;
x Personal information captured by UBC end-users through devices will not be captured by XDM;
x XDM will not capture personal information from units with existing devices which have the
accounting function enabled, and those units can continue to collect and use the information locally;
x No owner/user names or document names will be captured;
x No data about non-print/fax/imaging devices will be captured. This includes but is not limited to
firewalls, routers, switches, servers; the only exception to this would be a server or workstation that specifically has Xerox’s SMB Print Agent installed. This protects UBC from having the topology of their networks mapped out;
x No MAC addresses will be captured;
x
In addition, XGS and UBC:
x Have a governance process that will track and audit data collected on a regular basis to validate
that only the agreed upon data types are being collected as agreed by the parties, these audits will not disrupt the monitoring process nor require maintenance windows - the audits run parallel to daily activity;
x Have agreed that XGS manages and is responsible for the administration of the XDM service,
x Have agreed that in the event either party observes unusual or unexpected behaviour with, or in
relation to, the XDM Server, its firewall or its services then the party who observes this behaviour will immediately notify the other party; this will facilitate rapid investigation by both UBC and XGS to determine if any kind of security incident has occurred;
x Have an overall agreement between XGS and UBC that addresses adequately privacy,
accountability, and data management;
x Have an agreement that XDM will be enabled to capture machine data for the assessment phase
and remain enabled to monitor machine operation status.
Larry Carson ill id b L C N VSi I VSi Tt NitR A I b / RLB T ( 98 P N t l dd D i l D l 1 il lt F Si@ bL C Li V C D t 1 0 2 15 5 5 7 0' Alan Roberts D g a l s gn d by A an R be ts DN cn A an Ro e ts o Xe ox C na a L d ou XGS em i a an ob r s@x ro x om c CA D te 2 10 04 8 08 2 44 07 00
UBC: ___ XGS: ___
20100423 3
Xerox Global Services concern for customer data security is paramount and has in place several measures to ensure the information remains safe and secure. Along with this document there are several documents explaining Security at Xerox. Xerox maintains additional security-related information on its
Security@Xerox Web site (http://www.xerox.com/information-security/enus.html)
Xerox Device Manager (XDM) is the corner stone of the Xerox Office Services Toolset. It discovers devices and gathers the following information:
Device Identity (i.e. model, serial number, manufacturer, etc.)
Device Properties (i.e. input trays, output bins, serial number, etc.)
Device Status including overall state, detailed status, UI messages, etc.
Consumables + levels (toner, fuser, print cartridge, + device unique parts)
Supported PDL interpreters (PostScript, PCL, TIFF, PDF, automatic, etc.)
Supported print protocols (LPD, HTTP, Port 9100, Netware PServer, etc.)
TCP/IP protocol suite (SNMP, TCP, UDP, IP, NIC details, etc.)
Finishing options (hole punch, fold, staple, stack, booklet, etc.)
XDM also collects information from private MIBs for most manufacturers where the device is not coded to the industry standard. The collected information may include the following:
x Device firmware and possible upgrade
x Device configuration cloning
x Detailed usage counters
x x
x Network scanning configuration settings on multi-function devices (MFDs)
Customer information being gathered is limited to properties of jobs being performed. It is important to note that no reporting is done on the XDM server,
Examples would be duplex vs. simplex, number of copies or prints and any additional features selected while outputting the document. Personal information such as Username or Document name is by default not collected.
Larry Carson i t l id b L C Si I i Tt N tPA Ik b R fAL D ) 8 i i/t/ P N V it d Dt ID l 1 Mi F l SiL C l l @ b Lti V C D t 0 0 4 3 5 5 7 7 0' Alan Roberts D g a y s g ed b Al n R be s D : c =A an R b r s =Xe o Can da L d u=X S ma l a an o e t @ e ox om =CA D t : 2 10 4 28 0 : 3 26 07 0
UBC: ___ XGS: ___
20100423 5
The following table is the Job information that is captured:
Column Name Required Enabled by Default
j colorPrint No Yes
j contentSize No Yes
j copiesPrinted No Yes
j duplexPrint No Yes
j jobCompletionTime Yes Yes
j jobID Yes Yes
j jobPK Yes Yes
j jobSubmissionTime Yes Yes
j mediaSize No Yes
j pageCount No Yes
j uniqueID Yes Yes
j bwPageCount No Yes
j colorPageCount No Yes
j jobType No Yes
Please note: job ID is a unique identifier created by the device to identify the individual documents processed and does not refer to document specific information. Any of the field’s information can be removed and not passed on to the Hosted site.
Larry Carson Dill id b L C DN VSi IVi T N ttR A Ik b i i/ R fI B T ( 98 P N t V idd Dil D l 1 Mit F SiL C l l @ b Li V C D t 2 1 04 3 5 5 1 0 0 ' Alan Roberts D g t l y s g ed by l n Rob r s DN n A an obe s oer x Can da L d ou XGS ema l a an o e t @ er ox c m c CA Da e 010 4 28 08 24 6 0 00
UBC: ___ XGS: ___
Data can also be limited by configuring XDM to limit the information stored. The following image shows how to disable information being sent.
Access to the data is strictly controlled under the Sarbane Oxley act. The individuals who have access to the data require 2 levels of approval and have limited access to each component of the Xerox Office Services Toolset. The following table lists the only Xerox employees/positions that will have access to the UBC data and their different roles and responsibilities:
Larry Carson i t l id b L C N VSi IV i i Tt N ttR A I b i/ RLB L D98 P N t Vdd il lf F Sii@ bl D lL 1 C Lti V C D t 0 0 4 3 5 4 0 7 0' Alan Robert s D g a ly gned y A an R be ts DN cn A an Rob r s o Xe ox C nada td u XGS ma l a an r be t @ er x com c CA D te 20 0 04 28 8 24 25 07 00
UBC: ___ XGS: ___
20100423 7
UBC Signature: Date:
Larry Carson, Associate Director, Information Security Management, UBC
XGS Signature: Date:
Alan Roberts, Client Delivery Manager, XGS
Larry Carson Di t l id b L C DN VSi IVSi Tt N tk i i/ tR A I b RLB L D ) 8 P N t V l dd i t D Cl 1 Mif F l SiL C l l @ b Li V BC D t 0 0 4 3 5 4 38 7 0' Alan Roberts D g t ly i ned y A an Ro e ts DN nl n Rob r s o Xe ox Ca ada td ou XGS em ill n r be t @ e o x c m c CA Da e 20 0 04 28 08 4 42 7 00
Larry Carson
Dig ta ly s gned by Larry Carson DN o Ver Sign Inc ou VeriSign T ust Network ou www ver s gn com/reposito y RPA Incorp by Ref L AB LTD(c)98 ou Persona Not Validated ou Digital ID Class 1 M crosoft Full Service cn Larry Carson email larry ca son@ubc ca
Reason I agree to the terms def ned by the placement of my signature on th s document
Location Vancouver BC Date 2010 04 23 15 44 27 07 00'
Alan Roberts
Digitally signed by Alan Roberts DN cn Alan Roberts, o Xerox Canada Ltd, ou XGS,
email alan roberts@xerox com, c CA Date 2010 04 28 08 25 00 07 00'
