/ Article Are Your Document Scanning Workflows Secure?

Document scanners provide an efficient way to convert analog information into electronic format for storage and data processing. For businesses that work with sensitive information, security is a critical factor when choosing the best document scanning solution.

How Document Scanners Handle Data

Most document scanners contain both nonvolatile storage (NVRAM) and volatile memory (SDRAM). Nonvolatile memory stores program data, scanner settings, and calibration data. The data from scanned documents is stored in volatile memory. On most scanners, the information in volatile memory is deleted as soon as it’s delivered to its destination, or when the device is switched off.

However, scanners in many multi-function printers (MFPs) often retain scanned image data, which can introduce serious information security risk.

Scanners from Kodak Alaris do not store any data. Instead, the data from scanned documents is typically transferred directly to a computer, which has its own process for storing information. It’s important to ensure that the computer you connect to a scanner conforms to your organization’s information security policies.

Scanner Features That Protect Data Security

In the process of converting information from sources like paper forms, contracts, identification documents and so forth, the data path from the scanner to its storage location must be secure, in addition to the storage location itself.

Here are some standard technologies and methods that help reduce risk and ensure the security of your digital transformation path:

  • Remote key entry: This measure prevents full image exposure to human eyes; operators can only see individual lines of data rather than an entire scanned document.

  • Limited designations: Limited designations prevent data theft by PC and MFP operators. You can configure a document scanner to scan only specific areas of a document and permanently delete data once it’s sent to its destination.

  • Optical Character Recognition (OCR): OCR identifies information on a document and converts it into readable digital data. OCR precludes the need for human eyes to see sensitive information before it’s delivered to its destination.

  • Encryption: Encryption limits access to scanned and stored data. A combination of secure passwords and Transport Layer Security (TLS) encryption can prevent data from being compromised.

  • Redaction: Redaction plays an important a role in secure document scanning. The process restricts access to sensitive information to authorized users only.

Going Further to Protect Information

In addition to using TLS encryption to secure the network data path from the scanner into your enterprise system, some scanners go beyond standard security measures to help protect critical business information.

For example, many scanners from Kodak Alaris use a secure boot process that validates “trusted” firmware before executing, thus eliminating a potential security vector. In addition, the INfuse Smart Connected Scanning Solution from Kodak Alaris can enforce user authentication to prevent unauthorized use and minimize risk.

User Authentication at the Device

INfuse is a trusted network scanning solution that integrates with business applications via plug-in modules and APIs to enable fast and secure conversion of documents into digital data. This is critical in many business contexts, such as accounts payable processing and medical record management.

In 2021, Kodak Alaris released several expansion modules for INfuse, including support for HID OMNIKEY Smart Card Reader to ensure fast user authentication. This protects scanners from unauthorized use and provides an extra layer of security when scanning documents that contain sensitive information. Authorized employees simply swipe their ID badge on an INfuse AX Scanner to quickly authenticate and begin scanning.

Secure Data Storage

There are four direct-to-destination connector modules that enable INFuse AX scanners to send converted document data directly to a preferred repository:

  • Tencent COS Connector Module

  • Microsoft Azure Blob storage

  • Alibaba OSS Connector Module

  • Amazon S3 storage

These direct-to-destination modules save time, improve security, eliminate maintenance issues and delays, and reduce the overall operational costs of document scanning.

Let us help you transform your document capture workflows and put your data to work. Contact us via the form below and we’ll get started together.

 

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