Scanning-to-email is a great functionality – provided you are aware of its security pitfalls. This technique allows scanning and emailing in one go without using a computer, so it’s fast and time-saving. But here’s the catch – it does not allow encryption. So the technique is fine for regular documents, but for sensitive, confidential documents, you are better off manually scanning and encrypting documents before you send them.
- Employees who mindlessly scan to email may put the organisation’s security at risk and fail to comply with privacy requirements.
- Scanning to email eliminates the need to use a computer to send a scanned document to a recipient. Instead, the scanning device itself sends the document.
- The scan to email functionality is great in the right scenario but it’s important to remember that it doesn’t enable encryption, so the scanned document won’t be secure.
“Y Soft recommends scanning to network folders and then emailing the documents from an email client, as this provides greater security and the ability to encrypt the contents of the email.”