Document imaging makes it possible to integrate paper documents with existing workflow processes and business applications, e.g. e-mail, fax, and electronic document management systems. But before introducing paper into electronic-based processes, you want to be sure that document imaging is safe and document integration secure.
Whenever shared office scanners and MFPs connect to a computer network, security is a primary concern. To help companies understand some of the security concerns, Ed Schmid, eCopy’s CEO, put together the following tips on security at MFPs for Business Week’s Tip of the Day.
a. User Authentication. MFPs can be set to require network passwords, a basic level of access control that prevents non-employees from using the MFP and ensures asset control.
b. Permissions Authentication. Require users to enter passwords to gain access to specific business applications from the MFP, just as if they were entering from a PC.
c. Document Encryption. Applying document encryption at the MFP helps safeguard confidential information before it is transmitted across the network.
d. Delete Temporary Files. Most MFPs automatically keep a record of files that have recently been scanned. If these temporary files are left on the MFP, sensitive information can be accessed by unauthorized users. Set up your device to delete these files automatically.
e. Activity Tracking. MFPs can be set up to create audit trails that can identify who sent what document, where, and at what time.
For the full Business Week article, click here. Or, for more in depth information, download the white paper “Addressing Document Security Issues”.
Probably one of the most important factors in securing MFPs is finding a well-established, trained and reseller. By default, most MFPs are a hackers dream, with insecure protocols like FTP and HTTP utilized for file transfer and configuration, due to their simplicity, and ease of setup. Enabling security features takes time and effort, and some serious planning to insure success. With MFPs now being utilized to scan confidential documents, there are several critical elements to securing your organization's confidential information: authentication, authorization, and privacy. In layman's terms: authentiate your users to lockdown scanning features, only authorize users to transmit confidential data through controlled channels, and enable the appropriate protocol or method to encrypt data and protect privacy.
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