Methods and systems for managing authentication devices coupled to multi-function devices

The disclosure discloses methods and systems for managing an authentication device such as a card reader coupled to a multi-function device. The multi-function device includes a memory for storing information related to one or more users, one or more pre-authorized users and alert setting instructions. The multi-function device includes an authentication device, coupled to a universal serial bus peripheral port of the device, and configured for: receiving authentication information from a user via an input method. The multi-function device further includes a control system configured for authenticating the user to access the multi-function device for one or more functions, based on the authentication information. The control system is further configured for generating an alert for the one or more pre-authorized users when the authentication device is disconnected or is malfunctioned, and for transmitting the alert to the one or more pre-authorized users, for one or more pre-defined actions.

TECHNICAL FIELD

The present disclosure generally relates to the field of multi-function devices, more particularly, the disclosure discloses methods and systems for managing authentication devices coupled to multi-function devices.

BACKGROUND

Enterprises generally rely on multiple devices for performing various functional tasks. For example, the enterprises rely on a printer for taking out prints, on a facsimile machine for sending and receiving faxes, on a scanner for scanning documents, and on a photocopy machine for creating copies of documents. However, with the growth of technology, such various tasks can be performed using a single device, known as a multi-function device (MFD). MFDs are beneficial for enterprises as these devices utilize less saving workspace, have less hardware costs as well as offer enhanced performance along with efficiency.

Generally enterprises implement authentication before providing access to such multi-function devices and thus, provide restricted access to these devices or their services. For example, a user A may have access to printing, and scanning, while a user B may have access to all functionalities of a multi-function device such as printing, scanning, copying, faxing or the like. To this end, the multi-function devices are coupled to authentication devices for authenticating users before giving access to multi-function devices. The authentication devices further help track the usage of the multi-function devices. Examples of authentication devices include card readers, keypads, fingerprint scanners, or the like.

Many a times, the authentication devices are disconnected accidentally or maliciously and thus, it becomes issues for environments where there is a need to track the usage of such devices. Moreover, the disconnection may be viewed as vulnerability in accounts where security is deemed a high priority. Currently, the multi-function devices offer alert messages for low toner, however, there is no bi-directional messaging related to connection or disconnection for the authentication devices, for example, card readers. Therefore, there is a need for methods and systems for managing authentication devices coupled to multi-function devices.

SUMMARY

According to aspects illustrated herein, embodiments of the disclosure disclose a multi-function device configured for managing an authentication device coupled to the multi-function device. The multi-function device includes a memory for storing information related to: one or more users, one or more pre-authorized users and alert setting instructions. The multi-function device includes the authentication device coupled to a universal serial bus (USB) peripheral port of the multi-function device. The authentication device is configured for receiving an authentication information from a user via an input method. The multi-function device includes a control system configured for: authenticating the user to access the multi-function device for one or more functions, based on the authentication information of the user; checking whether the authentication device is disconnected from the multi-function device or is malfunctioned; generating an alert for the one or more pre-authorized users when the authentication device is disconnected from the multi-function device or malfunctioned; and transmitting the alert to the one or more pre-authorized users, for one or more pre-defined actions.

According to further embodiments illustrated herein, a multi-function device for generating alerts related to card readers is disclosed. The multi-function device includes a memory for storing information related to: one or more users, one or more pre-authorized users and alert setting instructions. The multi-function device includes a card reader including a slot for receiving a smart card containing authentication information specific to a user. The multi-function device includes a control system configured for: detecting the smart card as input by the user within the slot; authenticating the user to access the multi-function device for one or more functions, based on the information stored in the smart card; generating an alert with a pre-defined message, for the one or more pre-authorized users when the card reader is disconnected or malfunctioned; and sending the alert to the one or more pre-authorized users, for one or more pre-defined actions.

According to additional embodiments illustrated therein, a method for generating an alert related to an authentication device coupled to a multi-function device, is disclosed. The method includes storing information related to one or more users, one or more admin users and alert setting information. An authentication information is received from a user via an input method. Then, it is detected whether the authentication device is disconnected from the multi-function device or malfunctioned. An alert is generated for the one or more admin users when the authentication device is disconnected from the multi-function device or malfunctioned. The alert is transmitted to the one or more admin users for one or more pre-defined actions.

Other and further aspects and features of the disclosure will be evident from reading the following detailed description of the embodiments, which are intended to illustrate, not limit, the present disclosure.

DETAILED DESCRIPTION

Definitions

In disclosure herein after, one or more terms are used to describe various aspects of the present subject matter. For better understanding of the subject matter, a few definitions are provided herein for better understating of the present disclosure.

The term “multi-function device” refers to a device or a combination of multiple devices configured to perform one or more functions, but not limited to, scanning, printing, copying, imaging, and so forth. The multi-function device includes software, hardware, firmware, or combination thereof. The multi-function device may be a printer, fax machine, scanner, and a copier/photocopy machine. In the context of the current disclosure, the multi-function device is configured for generating one or more alerts related to an authentication device such as a card reader, without limitation.

The term “authentication device” includes all kinds of authentication devices that are known or developed later, for authenticating users for accessing the multi-function device or its services/functions such as printing, scanning copying or the like. Few notable authentication devices include card readers, biometric readers, proximity readers, keypads or the like.

The term “smart card” refers to a memory chip, micro-SD card or similar component which can be received and/or read by the authentication device, for example, card readers. The smart card stores information related to a user such as a profile, an authentication information such as user name/user id, payment information or a combination thereof. The smart card is typically used for specific type of authentication device such as a card reader.

The term “input method” refers to a way of providing input to access the multi-function device. The input is based on the type of authentication device coupled to the multi-function device. For example, if the authentication device is a card reader, the input method for authentication is a smart card. In another example, if the authentication device is a keypad, the input method for authentication is a PIN. While if the authentication device is a biometric reader, then the input method is a fingerprint.

The term “alert” includes any notification or message indicating disconnection or malfunctioning of the authentication device. The alert may be in the form of an email, a text message, an entry in an audit log, or a combination thereof.

The term “users” include all end users which typically use/access the multi-function device for various purposes such as scanning, copying, printing, faxing, or a combination thereof. The term users may interchangbly be used with “end users,” or “customers.”

The term “pre-authorized users” refer to users who are authorized to receive alerts, change alert setting, set alert instructions or related. Other than this, the pre-authorized users can check, configure, or even repair the multi-function device. The pre-authorized users may be admin users, or anyone who is a part of an organization such as IT team, owner, or the like. The pre-authorized users may interchangbly be used with “admin users,” “system administrators,” or “key operators.”

Overview

Multi-function devices are very commonly used in organizations and to provide access to such devices, an authentication device is typically coupled to the multi-function devices. In environments, where security is deemed important or where the usage of the multi-function device needs to be tracked or monitored, it is important to authenticate the users before giving access to the multi-function device or its services. If the authentication device is not attached to the multi-function device, then it becomes an issue for such environments. In light of this, the disclosures provides methods and systems for managing authentication devices coupled to multi-function devices. In particular, the disclosure focuses on generating an alert or a notification and transmitting the alert to pre-authorized users, when the authentication device is disconnected or malfunctioned. The pre-authorized users then take any suitable action such as access the multi-function device remotely or otherwise fix the multi-function device. In this manner, the pre-authorized users need not be physically present in the vicinity of the multi-function device.

Exemplary Embodiments

FIG. 1Aillustrates an exemplary environment100in which various embodiments of the disclosure can be implemented. The environment100includes a multi-function device102, an authentication device104and a user106. The disclosure may be used in highly secure environments where information security is deemed to be of highest priority.

As shown, the user106typically uses the multi-function device102for scanning, printing, copying, faxing, form filling, or a combination thereof. Before accessing the multi-function device102, the user106is authenticated using the authentication device104as shown. The use of the authentication device104with the multi-function device102increases the security. For example, the multi-function device102only prints when the user106is at the multi-function device102to collect the print outs. Various examples of the authentication device104include, but not limited to, card readers, biometric readers such as retina readers, facial recognition, or fingerprint scanners, pin based keypads, or a combination of these. For each of the authentication device104, the user106provides an authentication information using an input method. For example, if the authentication device104is a card reader, then the input method is a smart card for providing authentication information of the user106such as user name, password, access rights or the like. In another example, if the authentication device104is a pin based keypad, then the user106provides PIN as authentication information for accessing the multi-function device102or its services.

The authentication device104may be an external device that is detachably coupled to the multi-function device102. In such cases, the authentication device104may be coupled to the multi-function device102via suitable ports such as Universal Serial Bus (USB). However, the authentication device104may be connected with any state of the art port of the multi-function device102that is capable of providing data communications and power supply. But, the authentication device104may be configured to use an external source of power. In other cases, the authentication device104may be an integrated part of the multi-function device102.

In the context of the current disclosure, the multi-function device102is configured to monitor the authentication device104and then to detect state of functioning of the authentication device104. The multi-function device102detects if the authentication device104gets disconnected/removed or malfunctioned. The event of disconnection or malfunctioning of the authentication device104is considered as a security breach event. Based on the detection, the multi-function device102generates an alert for one or more pre-authorized users, for example, admin users to take one or more pre-defined appropriate actions. The multi-function device102therefore cease all its operations. The multi-function device102may also be configured to generate audit logs or trails of such events for future references. Also, the multi-function device102may reinstate its services as soon as the authentication device104is re-installed properly and is in its working condition. The disconnection of the authentication device104may occur by accident or the authentication device104may come out from the multi-function device102unfortunately or maliciously. In some cases, the authentication device104may be malfunctioned as it may be broken, something maliciously happen, piece of power failed, cable disconnected or the like.

For better understanding, the authentication device104is considered as a card reader110as shown inFIG. 1B. Accordingly a smart card112is used by the user106for authenticating himself as a valid user of the multi-function device102.

The smart card112includes a chip (although not shown) storing authentication credentials of the user106that may be read by the card reader110on card touch or on card swipe operation. The card reader110uses the data read from the smart card112to match it with pre-stored data of valid users. If the data matches, the card reader110allows the user106to access operations/services of the multi-function device102. If the data does not match, then the card reader110ceases the operations of the multi-function device102from being accessed by the user106.

The card reader110includes a slot for receiving the smart card112. The card reader110may use any short range communication protocols for scanning the smart card112. The smart card112may be a contactless card or may be a physical contact based card. For example, the card reader110may use NFC, RFID, Bluetooth, Infrared, magnetic strips, or other state of the art short range communication protocols. The card reader110though illustrated typically for smart card112authentication, can also be replaced by any state of the art authentication unit for providing similar functionalities. For example, biometric scanners may be used as alternative of the card reader110. The biometric scanners may include fingerprint scan, retina scan, face recognition, hear-beat monitor, and like state of the art scanners. The card reader110may also be replaced by any pin-based authentication machine, where the user106can input his pre-registered pin-code for getting access to the services of the multi-function device102.

FIG. 2shows an overall system200for managing authentication devices, according to an embodiment of the disclosure.FIG. 2is shown to include a multi-function device202having a memory206, a peripheral port208, and a control system210. An authentication device204is coupled to the multi-function device202. The authentication device204may be an integral part of the multi-function device202, while the authentication device204may be an external unit connected to the multi-function device202. For simplicity, the authentication device204is considered as a card reader204, however, it is understood that the disclosure is applicable for all types of authentication devices as discussed above or developed later. Further, it is understood that the authentication device204is generally available and programmable to operate as described herein.

The card reader204is a device that includes a slot to receive a smart card (not shown) and then reads data stored in the smart card. The data stored in the smart card includes user credentials for authentication purposes. The user credentials are read by the card reader204for determining authentication of owner of the smart card. The smart card includes a card body and integrated circuit carried by the card body and has a memory storage capability. Although not limited thereto, the smart card is typically a credit card shaped card and stores authentication information such as a username, password user id, or a combination thereof in its memory. The integrated circuit may manage data storage in its memory and/or data transfer with another device such as the card reader204. The memory of the smart card can be of any suitable type that can be embedded in or on a smart card, and can be writable and/or readable electronically, magnetically, or optically. For a person, it is understood that the card reader204and smart card are well known in the art and thus, any structural or functional details are not needed for the purpose of the current disclosure.

The peripheral port208is configured for receiving the card reader204. For example, the port208may be USB port or may be a serial connection type port.

Further, the memory206stores information related to one or more users, (end users), one or more pre-authorized users. The information related to the end users may include authentication information, profile information, payment information or a combination of these. Other than this, the memory206stores alert setting instructions that indicate what kind of alert needs to be generated for the pre-authorized users. The settings may be defined by any of the pre-authorized users. In some cases, the alert setting instructions may be pre-configured with the multi-function device202. Further the memory206stores the information related to the users, pre-authorized users, and alert setting instructions in any desired format. The alert setting instructions may be stored in a file such as a text file or XML file. Other formats may also be implemented for the current disclosure. Further, the memory206may include any computer-readable medium or computer program product known in the art including, for example, volatile memory, such as static random access memory (SRAM) and dynamic random access memory (DRAM), and/or non-volatile memory, such as read only memory (ROM), erasable programmable ROM, flash memories, hard disks, optical disks, a compact disks (CDs), digital versatile disc or digital video disc (DVDs) and magnetic tapes.

Referring back to the card reader204, the card reader204receives the smart card from the user and reads the information stored on the smart card. The card reader204uses the information and transfers the information to the control system210. For example, the card reader204is coupled to the multi-function device202via a USB peripheral port208of the device. In another example, the card reader204may be coupled to the multi-function device202via some other ways.

The control system210compares the information retrieved from the smart card and authenticates the user. Based on the comparison/match, the control system210allows the user to use one or more functions of the multi-function device202. The functions may be scanning, copying, printing or the like. If the retrieved information is matched with the information pre-stored in the memory206, the user is allowed to access the multi-function device202or its services/functions. Else, the control system210does not allow the user to use the multi-function device202. The control system210monitors if the card reader204gets disconnected from the multi-function device202or is malfunctioned. The disconnection includes removal of the card reader204from the multi-function device202, whereas malfunctioning of the multi-function device202tampering of the card reader204, or non-working state due to hardware failures, power failures, cable connection or the like. Based on the detection, the control system210generates a notification or alert for one or more pre-authorized users. The control system210then transmits the alert notification to the one or more pre-authorized users. Various examples of the alert notification may include an email alert, a text message alert, an audit log entry, etc. For a person skilled in the art, it is understood that the alert notification mentioned herein are exemplary in nature, and the disclosure may be implemented for other types of alert notification as known in the art or developed later. The alert helps the admin users know any tampering, removal, malfunctioning, hardware failures, security issues, any other discrepancies or malicious activities corresponding to the usage of the card reader204and the multi-function device202. The pre-authorized users may therefore be in a better position to take immediate action and resolve the security matter in time. The control system210keeps a log of all activities as performed by the user.

The control system210creates an audit log when the card reader204is disconnected from the multi-function device202or is malfunctioned. In some cases, the control system210ceases the operation of the device202when the card reader204is found disconnected from the multi-function device202. Further, the operations of the multi-function device202may then be restored after receiving an instruction from the one or more pre-authorized users (over the network). In some embodiments, the operation of the multi-function device202may be restored after a certain period of time after reinstating the card reader204.

In some embodiments, the multi-function device202may be connected to one or more other similar multi-function devices over a corporate network. In such cases, an alert setting instruction of the device202may be replicated/cloned to the other multi-function devices of the network.

One such example is shown inFIG. 3A, where a photocopy machine302a, a multi-function device302b, a printer302c, and a fax machine302nare connected over a network300such as an enterprise network. In the shown embodiment, the photocopy machine302aclones or transfers its alert setting instructions on other machines such as MFD302b, printer302c, and fax machine302n(N being any arbitrary number). Each device302a,302b,302c, and302nin the network300may be configured for storing customized alert setting instructions. However, the admin users (using admin devices) may simply prepare alert setting instructions on one device such as MFD302band then may instruct the MFD302bto clone the settings on to all other devices on the network300. This may facilitate the admin devices to authenticate once on the MFD302bfor cloning the settings on all the devices302a,302c, and302n, despite of manually configuring all devices302a,302c, and302nin the network300by re-authenticating himself over all authentication devices associated to these devices302a,302c, and302n.

In one implementation where the devices302a,302b,302c, and302nare connected over the network300, the devices302a,302b,302c, and302nare controlled by a server330as shown inFIG. 3B. The server330controls all the functionalities related to the devices302a,302b,302c, and302nsuch as printing, scanning, copying or the like. In the context of the current disclosure, the server330is configured to monitor whether the authentication device such as a card reader gets disconnected from any of the corresponding devices302a,302b,302cand302n. Based on the detection, the server330generates a notification or alert for the one or more pre-authorized users. The server330then transmits the alert notification to the one or more pre-authorized users. Various examples of the alert notification may include an email alert, a text message alert, an audit log entry, etc.

FIGS. 4A and 4Bshow a screen shot indicating a user interface enabling an admin user for card reader disconnection setting or alerts. As shown inFIG. 4A, the admin user can enable the option of alert, indicated by402. The admin user can further select alert options marked by404using check box as shown. Here, the admin user selects email (marked as404) alert option. On the similar lines, the admin user can configure emails who he or she wishes to send alert to. The email alert list is shown inFIG. 4Band the selected email is indicated by406.

FIG. 5is a method flowchart500for managing an authentication device such as a card reader coupled to a multi-function device. The method is explained considering that alert setting option is enabled by an admin user. Along with this, the admin user sets preferred mode/type of alert to be generated. For example, the preferred mode of alert may be email, message, or a combination of these. In this manner, the alert setting instructions is received from an admin user. Further, it is considered that the card reader device is coupled to the multi-function device.

Initially, information related to one or more users, one or more pre-authorized users or alert setting instructions is stored. At502, an authentication information is received from a user via an input method as discussed above. One example of the input method may be a smart card for authentication purpose. The smart card may be scanned by the card reader to validate authenticity of the smart card owner. The smart card includes information specific to a user. For example, the information may be profile information, authentication information such ID, payment information, or a combination of these. The details stored in the smart card are read and retrieved by the multi-function device. The authentication information is then compared with pre-stored information in the multi-function device. Based on the authentication information, the user is authenticated or authorized to access the multi-function device for one or more functions, at504. The functions may be printing, scanning, copying or the like.

At506, it is detected whether the card reader is disconnected from the multi-function device or is malfunctioned. The detection of the disconnection or malfunctioning is performed by a control system, which then communicates the status/state/fault to the multi-function device.

Based on the check, at508, an alert is generated for the admin users when the card reader is disconnected from the multi-function device or malfunctioned. At510, the alert is transmitted to the admin users for one or more pre-defined actions. The alert is sent with a pre-defined/pre-formatted message indicating that the card reader device is not working or operational. The pre-defined message may include type of authentication device, details of the user accessing the multi-function device or any additional relevant details. Then, an audit log entry is created when the authentication device is disconnected from the multi-function device or malfunctioned. Based on the notification, the admin user takes suitable action, such as sending a local technician, taking remote access of the multi-function device or the like. The alert may be sent to other users who are authorized to receive the alert and this can be configured at the time of configuring alert setting instruction. The alert setting may be updated later anytime as preferred by the admin user.

FIG. 6illustrates a flow diagram600for generating notifications related to a card reader, according to an embodiment of the disclosure.

At602, it is checked whether the card reader device is disconnected or tampered. Thereafter, at604, it is checked whether an alert setting option is enabled. If alert setting option is disabled, then the method is completed. However, if the alert facility is enabled, then at606, it is checked if the alert mode is selected as SMS. If the SMS mode is selected, then the method proceeds to608, where a pre-formatted SMS text is created based on the disconnection event and the pre-formatted text SMS is transmitted to a pre-authorized user over a network, at610.

However, if SMS mode is found to be disabled, then at612it is checked, whether audit log mode is selected. If audit log mode is selected, then the method proceeds to614, where audit log is created to add an alert. Otherwise, at616, an email of a pre-defined format is created and the email is sent to the pre-authorized user at618. In this manner, the pre-authorized user is informed about the disconnection or malfunctioning of the card reader to take any appropriate action.

For a person skilled in the art it is understood that operational and structural details related to various system elements such as multi-function devices, authentication devices, ports, etc., are known and thus can be referred to and those details do not limit the scope of the disclosure. With regard to the current disclosure, the alerts related to authentication devices are generated as discussed above in detail.

The disclosure provides methods and systems for managing authentication devices such as card readers coupled to multi-function devices. The disclosure enables expedited handling of any issues related to hardware failures or malicious activity for remotely managed multi-function devices. The disclosure further helps decreases the time to resolve and ensures the multi-function device is always running. If something malicious is detected, the disclosure helps prevent the same.

For a person skilled in the art, it is understood that the use of phrase(s) “is,” “are,” “may,” “can,” “could,” “will,” “should” or the like is for understanding various embodiments of the present disclosure and the phrases do not limit the disclosure or its implementation in any manner.

The order in which the method is described is not intended to be construed as a limitation and any number of the described method blocks can be combined in any order to implement the method or alternate methods. Additionally, individual blocks may be deleted from the method without departing from the spirit and scope of the subject matter described herein. Furthermore, the method can be implemented in any suitable hardware, software, firmware, or combination thereof. However, for ease of explanation, in the embodiments described below, the method may be considered to be implemented in the above described system and/or the apparatus and/or any electronic device (not shown).

The above description does not provide specific details of manufacture or design of the various components. Those of skill in the art are familiar with such details, and unless departures from those techniques are set out, techniques, known, related art or later developed designs and materials should be employed. Those in the art are capable of choosing suitable manufacturing and design details.

Note that throughout the following discussion, numerous references may be made regarding servers, services, engines, modules, interfaces, portals, platforms, or other systems formed from computing devices. It should be appreciated that the use of such terms are deemed to represent one or more computing devices having at least one processor configured to or programmed to execute software instructions stored on a computer readable tangible, non-transitory medium or also referred to as a processor-readable medium. For example, a server can include one or more computers operating as a web server, database server, or other type of computer server in a manner to fulfill described roles, responsibilities, or functions. Within the context of this document, the disclosed devices or systems are also deemed to comprise computing devices having a processor and a non-transitory memory storing instructions executable by the processor that cause the device to control, manage, or otherwise manipulate the features of the devices or systems.

The terminology used herein is for the purpose of describing particular embodiments only and is not intended to be limiting of the disclosure. It will be appreciated that several of the above-disclosed and other features and functions, or alternatives thereof, may be combined into other systems or applications. Various presently unforeseen or unanticipated alternatives, modifications, variations, or improvements therein may subsequently be made by those skilled in the art without departing from the scope of the present disclosure as encompassed by the following claims.