Most people have heard of ‘scan to email‘ as a way to reduce the amount of paper in their office. But is it safe to use? Is there any potential for privacy or information security issues? In this blog post, we’ll look at some of the pros and cons of the scan to email technology. We will offer our advice on whether or not it’s right for your business.
What is scan to email, and how does it work?
Users can scan physical documents and convert them into digital files that are emailed as attachments using scan to email technology. The process is usually pretty simple: place the document on the scanner, press the ‘scan to email’ button, and enter the recipient’s address. You will then receive the scanned document as a PDF or other file type via email.
There are a few different ways that scan to email can be implemented, depending on the specific needs of your business. For example, some scanners have built-in email functionality, while others require you to install special software or connect to an online service.
Why use the scan to email?
There are a few reasons why you might want to use the scan to email in your business:
Go paperless with scanning to email to reduce clutter and save paper. Once your documents are scanned and emailed, you can store them electronically, eliminating the need for physical storage space.
To save time: scanning and sending documents via email can be much faster than faxing or mailing them.
Using the scan-to-email function, your documents are stored electronically, which makes them less likely to be stolen or lost. Email is a relatively secure way to send sensitive information, as long as you take precautions to protect your data (more on that later).
The benefits of the scan to email
Using scan to email has many benefits. Azure and other cloud-based email services have higher security defaults than on-premises solutions like Microsoft Exchange. Your data is less likely to be hacked or leaked if it’s stored in the cloud. Additionally, scanning to email can help you save time and paper and improve your documents’ security.
In addition, the legacy authentication protocols used by most on-premises email systems are much less secure than the ones used by cloud-based services. Your data is at a higher risk of being hacked if it’s stored on an on-premises server.
Lastly, scanning to email can help you comply with specific regulations, such as the Sarbanes-Oxley Act (SOX) and the Health Insurance Portability and Accountability Act (HIPAA). These laws require businesses to take measures to protect the confidentiality of certain types of information. By scanning and emailing your documents, you can help ensure that authorized individuals only see them.
The risks of using scan to email
Despite the many benefits of the scan to email, there are also some risks. One of the biggest dangers is that email is not a secure way to send confidential information. If you’re sending sensitive data via email, encrypt you must encrypt your messages and attachments. If you don’t, your information could be intercepted by someone who shouldn’t have access to it.
Another potential problem is that scanned documents can be hard to read, especially if they’re not high-quality. This can make it challenging to find the information you’re looking for or to share your documents with others. Moreover, scanned documents can be altered or edited easily, which could cause problems if they are used in legal or financial proceedings.
How to stay safe when using scan to email?
To ensure that your data is safe when using scan to email, there are a few precautions you can take:
Use a secure email service: As we mentioned, cloud-based email services like Azure and Gmail offer better security than on-premises solutions. When sending sensitive information via email, use a service that supports Transport Layer Security (TLS) or Secure Sockets Layer (SSL).
Encrypt your messages and attachments: If you’re sending confidential information via email, encrypt your messages and attachments. This will help prevent someone who shouldn’t have access to your data from intercepting it.
Use a password-protected attachment: Another way to protect your data is to password-protect your attachments. This will help prevent unauthorized individuals from opening or viewing your documents.
Set up two-factor authentication: Two-factor authentication (also known as 2FA) is an extra security layer requiring users to confirm their identity before accessing their account. This can help prevent hackers from gaining access to your account, even if they have your password.
Scanning by email can be a convenient and secure way to send sensitive information. However, it’s essential to take precautions to protect your data. Be sure to use a secure email service, encrypt your messages and attachments, and set up two-factor authentication for an extra layer of security.