Metadata Collected by Virtual Appliance

Virtual Appliance leverages metadata to ensure precise reporting, SNMP Simple Network Management Protocol - Protocol for collecting and organizing information about managed devices on IP networks and for modifying that information to change device behavior. Devices that typically support SNMP include cable modems, routers, switches, servers, workstations, printers, and more. information retrieval, Pull Print / Direct Secure Release Print functionality, and synchronization of identities and email addresses from local users.

The securely stored metadata is in the cloud within the designated data center, which may vary depending on the platform utilized, such as AWS or Azure. Furthermore, the data center selection is also influenced by the specific region in which you are located.

This document aims to inform you of Vasion's data retention policy and provide a comprehensive list of the collected metadata, accompanied by concise descriptions of their use cases.

Pull Print / Direct Secure Release Print Metadata

• Document Title — The title of the document being printed (optionally stored based on Account Settings).
• Job Size — The size of the print job, typically measured in bytes or kilobytes.
• Job UUID — A universally unique identifier for the print job, ensuring it can be uniquely identified across different systems or services.
• Pages — The number of pages in the document being printed.
• Queued Time — A timestamp indicating when the print job was added to the print queue.
• Source Machine — The name or identifier of the machine from which the print job was submitted.
• Timestamp — A timestamp indicating when the print job was submitted to the print queue.
• User Name — The username of the user who submitted the print job.
• Workstation ID — A unique identifier for the workstation or computer from which the print job was initiated.

Reporting Metadata

• Color — A boolean value indicating whether the print job is in color (true) or black and white (false).
• Color Duplex Cost — The cost of printing color duplex pages in the print job.
• Color Duplex Count — The number of color duplex pages printed in the print job.
• Color Simplex Cost — The cost of printing color simplex pages in the print job.
• Color Simplex Count — The number of color simplex pages printed in the print job.
• Department Name — The name of the department or organizational unit the user is apart of.
• Document Title — The title of the document being printed (Optional, only if setting is enabled).
• Document Type — A category or classification for the print job (For example, "Web Page," "PDF," "Image").
• Duplex — A boolean value indicating whether the print job is duplex (true) or simplex (false).
• Full Name — The full name of the user who submitted the print job.
• IP Address — The IP address of the source machine.
• Job Title — The job title or role of the user who submitted the print job.
• Job Type — A category or classification for the print job (For example, "Normal," "Secure," "Pull").
• Manager Name — The name of the manager or supervisor of the user printing.
• Mono Duplex Cost — The cost of printing monochrome duplex pages in the print job.
• Mono Duplex Count — The number of monochrome duplex pages printed in the print job.
• Mono Simplex Cost — The cost of printing monochrome simplex pages in the print job.
• Mono Simplex Count — The number of monochrome simplex pages printed in the print job.
• Off-Network — A boolean value indicating whether the print job was submitted from a device off the network (true) or on the network (false).
• Originating System — The system or platform from which the print job was initiated (For example, "Windows," "Mobile", "Mac").
• Output Automation — A boolean value indicating whether the print job is managed by an Output Automation system (true) or not (false).
• Paper Size — The size of the paper used for the print job (For example, "A4," "Letter").
• Port Type — The type of connection or port used by the printer.
• Printed Time — A timestamp indicating when the print job was printed.
• Printer Name — The name or identifier of the printer that processed the print job.
• Printer Type — The category or classification of the printer (For example, "TCP/IP", "Shared", "USB").
• Release Mechanism — The mechanism used to release the print job (For example, "Badge," "QR", "PIN").
• Source Machine — The name or identifier of the machine from which the print job was submitted.
• Timestamp — A timestamp indicating when the print job was submitted to the print queue.
• Total Pages — The total number of pages printed in the print job.
• User Name — The username of the user who submitted the print job.

Authentication/Identity Metadata

• Active — Indicates whether the user's account is active or inactive (For example, true/false, 1/0).
• AD UPN — The User Principal Name (UPN) in Active Directory, which is typically an email address used for authentication and identification.
• Auth PIN AD — The user's personal identification number (PIN) for authentication.
• Auth PIN User — The username associated with the user's authentication PIN.
• Auth PIN User ID — The user ID associated with the user's authentication PIN.
• Badge AD — The user's badge information, stored in the Active Directory.
• Badge ID Original — The original badge identifier assigned to the user.
• Badge User — The username associated with the user's badge information.
• Created At — The timestamp when the user's account or data record was created.
• Department — The department or organizational unit the user belongs to within their organization.
• Display Name — The name displayed publicly for the user, which may be a combination of first and last names, a nickname, or a username.
• Distinguished Name — A unique name that distinguishes the user within a directory service (For example, LDAP, Active Directory).
• Domain — The domain associated with the user's email address (For example, "example.com").
• Email — The user's email address.
• External ID — A unique identifier for the user that comes from an external system, such as a third-party application or service.
• First Name — The user's first name.
• Groups — Group memberships the user is apart of.
• Identity Linking — A process used to associate a user's account across multiple systems or services, ensuring consistent identification.
• Job Title — The user's job title or role within their organization.
• Last Name — The user's last name.
• Mail — An alternative field for the user's email address.
• Manager — The user's direct supervisor or manager within their organization.
• MSDS Domain — The Microsoft Directory Services domain associated with the user's account.
• MSDS Username — The Microsoft Directory Services username for the user, which may differ from the general username.
• Profile Picture Blob — A binary large object (BLOB) containing the user's profile picture data.
• Source Service Type — The type of service from which the data originates (For example, Okta, LDAP, Google).
• Updated At — The timestamp when the user's account or data record was last updated.
• Username — The unique identifier chosen by the user for their account, typically used for login purposes.
• USN Change — A value indicating a change in the user's sequence number, which can be used to track changes to the user's data.

SNMP Metadata

Below is a compilation of SNMP identifying numbers. This data is exclusively gathered when SNMP tracking is enabled.

• Color = 1.3.6.1.2.1.43.12.1.1.4.1
• Console Message = 1.3.6.1.2.1.43.16.5.1.2.1.1
• Current Status = 1.3.6.1.2.1.25.3.5.1.1.1
• Duplex = 1.3.6.1.2.1.43.13.4.1.9.1
• Error Condition = 1.3.6.1.2.1.25.3.5.1.2.1
• Firmware Version = 1.3.6.1.4.1.367.3.2.1.1.1.2.0
• Hostname = 1.3.6.1.2.1.1.5.0
• IP Address = 1.3.6.1.2.1.4.20.1.1
• MAC Address = 1.3.6.1.2.1.2.2.1.6
• Model = 1.3.6.1.2.1.25.3.2.1.3.1
• Operational State = 1.3.6.1.2.1.25.3.2.1.5.1
• Page Count = 1.3.6.1.2.1.43.10.2.1.4
• Serial Number = 1.3.6.1.2.1.43.5.1.1.17.1
• Uptime = 1.3.6.1.2.1.1.3.0