Should you scan to email?

As more and more organizations are faced with issues relating to compliance, and as electronic information represents a critical piece of legal cases, these numbers are likely to increase.   Hopefully, you all are aware of why this is relevant to us ....   When it comes to employees sending e-mail, most organizations are very careful to ensure all corporate email sent from the desk is transmitted via the e-mail product of choice for the I.T. department - invariably Microsoft Outlook/Exchange or Lotus Notes.  So, every email thus sent is "authenticated" and copies are retained within the email server (and "Sent Items") in case there is a need for an audit, or even a legal case.  It is not acceptable to send business e-mail from a Yahoo or a Hotmail account now is it?  More and more organizations are demanding that users attach a "Disclaimer" to e-mail also, in order to offer another layer of protection against litigation and to protect intellectual property   So, what about e-mail sent from an MFP or a "digital sender"?   Most MFP devices now sold can be scan-enabled.  Scan to email is the most common use of such scanning.  In most cases, a user scans a document and selects an address, or addresses to which the document will be sent.  When the document is received, it typically comes from an "anonymous" address - copier@XYZcompany.com.  A more savvy user can add their own name into the "From" box at the device, but this is done usually without any form of authentication.  So, in reality, they could add your name, my name, or the name of the CEO of the company!   So there is a disconnect.  Why is the same care not taken when it comes to scanning from an MFP? Typically, because this huge potential security breach has not yet been identified in most cases. 

a)  Scanning via an MFP can breach all of the security parameters that they have meticulously put in place for corporate email. b)  With eCopy, they can regain their security and audit trails at the MFP.

An email sent at an eCopy-enabled device, which uses either the "Scan to Exchange" or "Scan to Lotus Notes" connector can be a REAL E-MAIL.  That is:

• A user has to enter their username and password before getting access to send an e-mail.

• The user then can have access - at the MFP - to their Global Address Book and their Personal Contacts.

• A copy of any e-mail sent will reside in the e-mail server (for tracking and back-up) as well as appearing in their "Sent Items" (Exchange) and "Inbox" (Lotus Notes)

• For additional security, a copy of any e-mail sent via an eCopy connector can be sent to a folder on the network (PDF Tracking)

So, the security breach is "secured".  And, when someone comes asking for you to provide proof of all mail sent and received from your organization - including via an MFP fleet - this can now be complied with.  Any organization that is interested in security and compliance should be made aware of the capability of the eCopy product range.

Corey Smith is the Vice President of Innovation at Fisher’s Document Systems where he maintains a blog on business and technology.