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Lions and Tigers and Facebook – Oh My!

Mar 30, 2018 10:52:23 AM by Bob Larrivee




Yep, that is what I am hearing these days, reminiscent of the scene from the Wizard of Oz when they are entering the forest, knowing that there are animals and possible danger hiding in the shadows. Yet they choose to enter anyway.

Now we have Facebook, and news that information was collected and used by Cambridge Analytica. So how does this happen? Have you ever agreed to play a game, use and app, or participate in any other social media activity where you are asked to allow the app to access your Facebook information and contacts? Hmmm, could that be a way they collect some of your data? Do you share information, videos, and messages with friends who then share them with others who share them with others, and so on? Could that be a way your data is being collected? Is it possible that like the characters from Oz, we are all willing participants in allowing our data to be shared with others, and then surprised when it shows up somewhere outside of Kansas unexpected, or is potentially part of a major data breach that has suddenly been exposed?

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Topics: security, information security, gdpr

Guest Post -- GDPR Compliance starts with Data Discovery

Nov 16, 2017 9:00:00 AM by Andrew Pery

This is the seventh post in a series on privacy by Andrew Pery. You might also be interested in:

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Topics: privacy, security, information security, gdpr

Guest Post -- New Global Data  and Privacy Regulations in 2018 and the GDPR

Nov 2, 2017 1:14:08 PM by Jude O'Neil

Your Best Defense Should Include Some New Approaches

Believe it or not, 2018 is less than 100 days away and it is bringing with it a slew of new regulatory concerns. Data privacy breaches have been in the news again and again this year, eliciting increased concern from regulators and legislative bodies. We can be sure that issues like the Equifax breach and Yahoo’s recent disclosure of the scope of the 2013 breach will remain topics of discussion and litigation for some time to come.

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Topics: privacy, europe, security, information security, gdpr

Guest Post - How important is digital document consistency?

Oct 30, 2017 10:00:00 AM by Wouter Koelewijn

A repository containing documents that were digitized inconsistently or inaccurately presents a new set of problems for an organization, problems that can hinder the productivity gains they had hoped to achieve.

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Topics: privacy, business process, scanning, capture, security, Digital business, information security, information capture, gdpr

New eBook - Are You Ready for new European Data Protection Regulations?

Oct 25, 2017 8:06:00 AM by John Mancini

The New EU Data Protection Regulation is Just Around the Corner

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Topics: privacy, europe, security, information security, gdpr

Guest Post - Mitigate Data Privacy and Security Risks with Machine Learning

Oct 2, 2017 4:40:18 PM by Andrew Pery

This is the sixth post in a series on privacy by Andrew Pery. You might also be interested in:

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Topics: privacy, security, information security, gdpr

Equifax and a sense that I've seen this movie before

Sep 8, 2017 1:56:04 PM by John Mancini

As Yogi would say, it’s like déjà vu all over again.

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Topics: information governance, electronic records management, security, information security, equifax

Guest Post - The Privacy and Security Dichotomy

Aug 10, 2017 10:25:00 AM by Andrew Pery

This is the fifth post in a series on privacy by Andrew Pery. You might also be interested in:

There is a considerable divergence of opinion about the relationship between privacy rights and security concerns.   Opinion polls reflect such a divided sentiment.   A 2016 survey by Pew Research Center found that while 56% of survey participants want more to be done to keep the country safe, 52% remain seriously concerned about the scope of surveillance programs that may intrude upon their privacy, notably monitoring of internet search habits, email messages and social media interactions.  

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Topics: privacy, security, information security, gdpr

Guest Post - GDPR and Cross Border Data Flows between the EU and the US: Current State of the Law

Jul 14, 2017 9:14:00 AM by Andrew Pery

This is the fourth post in a series on privacy by Andrew Pery. You might also be interested in Privacy by Design: The Intersection of Law and Technology and What Do the GDPR and new Privacy Laws Mean for U.S. Companies? and Balancing Privacy Rights with Social Utility in the Age of the Internet of Things.

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Topics: privacy, security, information security, gdpr

Guest Post - Scan to Email is not the Right Way to Digitize Your Business

Jun 30, 2017 10:38:00 AM by Wouter Koelewijn

An increasing number of organizations are digitizing their business processes to improve productivity and reduce costs and the risk of human error. Often organizations start by scanning to email where a person scans a document which is sent into their personal email inbox and is then manually delivered to the final destination. This is extremely bad for businesses and replacing scan to email should be a key part of any organization’s digitization strategy.

How Scan to Email is Damaging Your Business

The manual nature of the scan to email process and its limitations are outdated and paradoxical to everything digitization aims to achieve. Scan to email also poses several issues which makes it harmful for your business, including:

  • Unsecure and Non-Compliant – A scanned document sent by email allows sensitive and confidential documents to be forwarded easily to anyone outside the company or to the wrong people internally. In industries that must adhere to compliance regulations to ensure privacy, the potential for human error or malicious behaviour can have serious consequences.
  • Inconsistent Document Format, Quality and File Naming – Today’s scan or multifunction printer devices are complicated with complex menu systems. The user has to make many decisions, including the output file type, scan quality settings and name of the document. This results in inconsistencies, making it difficult to manage digital content.
  • Limitations of Image Files – Traditional scan to email usually only creates an image file as a read-only PDF. Consequently text cannot be keyword searched and retrieved easily. Costly time is spent on searching for documents that could be better spent on more productive activities.
  • A misuse of Email – Any IT administrator will tell you that cost of email storage is expensive. Scanning to email, forwarding by email – clogs up email infrastructure. Rarely does anyone permanently delete scans sent by the printer.

What is the alternative?

So, what is the alternative?  Quite simply, companies should look for solutions that offer digital document workflows with built-in tools to eliminate these issues. Removing as much of the manual process as possible speeds up the process, improves accuracy and provides consistent digital content that can be searched and retrieved easily. Further, workflows that automatically send the encrypted digital document to a pre-defined, authorized destination is a critical need. The destination might be a cloud-based repository (such as Dropbox Business), an on premise electronic content management (ECM) or a line of business application. By defining an authorized destination and automatically routing the scanned document to that location, the possibility of digital files getting lost or into the wrong hands is eliminated. 

What are Digital Document Workflows?

Digital document workflows are templates that are set up by an administrator and determine scan parameters, including the quality, name, format as well as the destination of the document. These automated workflows simplify and secure the scan process for the user, reducing it to a simple and accurate one click process, all carried out at the scanner or MFD (multifunctional device). The document is output into a usable file format so that it can be both edited and searched to enable quick and easy retrieval. In terms of security, individuals only see the workflows they are authorized to use, making it quick, simple and secure.

Further, workflows can be created for a particular user or groups of users; for example for all users responsible for scanning invoices. In this way, all users create and distribute scans in a consistent manner. Let’s look at a particular use case for automated scan workflows.

Scan and forget

Compared to scan to email, digital document workflows enable the user to scan and forget. The workflow is predefined and with one press of a button, the document is scanned, stored and, if needed, an email is sent to someone automatically alerting them of the document’s arrival. In this sense, the user simply scans and forgets about the details as they are taken care of automatically.

Contrast this to scan to email. At the scan device, the user has to decide whether the scan will be a pdf or a jpg typically and the scan settings have to be chosen by stepping through complicated and confusing menu systems. This is repeated for each scan. Then it is back to the workstation to check email for the scan’s arrival. Next, open email and save the document with a name that makes sense for her (but maybe not for anyone else) to the desktop or networked folder. This is repeated for each scan. In many cases, an email is sent to someone to let them know the scan is on a networked folder or the email itself contains the scan (email clogging). In any of these steps, there is room for human error.

There is little doubt that scan to email is an outdated, inefficient process that poses a high risk of human error. Scan workflows remove these issues. For any organization looking to improve efficiency through digitalization, replacing scan to email is essential.

Click to Download "Paper at the Gates"

About the author:  

Wouter Koelewijn is Senior Vice President, Managing Director, Y Soft Scanning Division and an outspoken advocate for simplifying scanning on MFD's (Multifunction Devices). Prior to working with Y Soft, Mr. Koelewijn founded X-Solutions in late 2002 which was later acquired by Nuance in 2009. Prior to X-Solutions, Wouter was the CTO and co-founder of a Xerox concessionaire in the Netherlands from 1994-2002. Mr. Koelewijn is married and has two children. He enjoys skiing, swimming and sailing.  Wouter.koelewijn@ysoft.com

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Topics: privacy, business process, scanning, capture, security, Digital business, information security, information capture, gdpr

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