You may or may not be familiar with PaperCut MFās Scan to Cloud Storage feature . Ā If you arenāt, hereās what you should know.
Hang on, what do I mean by cloud storage? Iām talking about services such as Dropbox, OneDrive, Box and co.
Ok, letās get goi ā¦ Wait. First, the why. Why is it important to be able to scan to cloud storage?
PaperCut MFās Scan to Cloud Storage feature turns the humble multi-function into a digital archiving robot overlord from the future. Ok, perhaps a bit dramatic. Essentially, itās a super easy way to transform paper documents into digital documents and then send those digital documents to the online storage service of your choice.
Ok, letās get acquainted with the what. And who better to provide the lowdown than PaperCut Portlandās Aaron Pouliot, Senior Technical Support Engineer and general all-round brainy dude (with questionable hat choices) when it comes to Scan to Cloud Storage.
Itās so easy
āScan to Cloud Storage is dead-simple to set up. Thatās the first thing you need to know,ā Aaron says when we catch up. āItās even easier to set up than scan to email.ā
Ok, so how easyās easy?
āGetting it configured is literally as simple as clicking āactivateā on your PaperCut server.ā
Yeah ok, thatās pretty easy.
āYou donāt have to set up a service account or email,ā Aaron continues. āOr an SMTP relay. Plus, it gets users around the 20MB attachment limit that often prevents users from scanning large documents.ā
When I start to shift the conversation towards security, he enthusiastically interrupts me.
āItās also easier to set up than Scan to Folder,ā he says. āAnd youāre one step closer to doing away with your on premise file server.ā
Ok, so that sounds pretty great to me.
āNo more wrangling with Sharing and NTFS permissions just so that guests can retrieve their documents from a shared folder,ā he finishes.
But can it be trusted?
I (finally get to) ask Aaron his thoughts on security.
One of the biggest questions we hear about PaperCutās Scan to Cloud Storage from sysadmins is whether it can be trusted to securely handle their userās data. People scan sensitive documents all the time, including drivers licenses, passports, and medical records, so itās absolutely critical that this information stays away from prying eyes.
āSecurityās built into PaperCutās Scan to Cloud Storage feature from the earliest stages of development,ā he tells me. āAnd itāll continue to be a great priority for usā.
āWe respect our usersā privacy,ā he continues.
āOnce a document is successfully uploaded to cloud storage, itās deleted from our system forever. And if the user fails to authorize PaperCut, or we have an issue, the document will be automatically deleted after 24 hours.ā
Aaronās finding his groove now - clearly itās a topic he loves:
āWe will never retain usersā documents, or look through this information for marketing purposes or any purpose for that matter.
āWe treat our usersā information like we want ours to be treated.ā
Is it safer than emailing documents, I ask him?
āScan to Cloud Storage is more secure than email,ā Aaron says. āEmail isnāt always the most secure method of transmission. The problem is that not every email provider bothers encrypting data in transit.ā
I did a little digging and uncovered GMailās transparency report to illustrate the problem Aaronās referring to.
āWhereas with Scan to Cloud Storage, documents in transit are always encrypted from the PaperCut server to the userās cloud storage destination.ā
What about GDPR?
A hot topic for anyone with EU clients is of course General Data Protection Regulation, or GDPR. So I ask Aaron about Scan to Cloud Storageās compliance with the new regulation.
āShort answer is, itās GDPR Compliant,ā he says. āUsers can ask what information we know about them. The only personally identifiable information we have about users is their name and email address. Our thinking is, the less we know, the better!ā
āAll logs are deleted after 30 days,ā he continues. āAs per our cloud platform policy. Plus, of course, users have a right to be forgotten.ā
Conveniently, PaperCut MF is also GDPR compliant and will only connect to cloud storage providers that are also GDPR compliant.
Is this thing on?
Finally, I ask Aaron to share his thoughts on uptime.
āOh, itās reliable and highly available,ā he says brightly. āPaperCut Cloud Service runs on the Google Cloud Platform, which is highly reliable. Itās the same infrastructure Google uses for its own products such as search, Drive and Maps. Google states that the āService will provide a Monthly Uptime Percentage to Customers of at least 99.95%ā.ā
Thatās pretty reassuring, I tell him. And he agrees.
And thatās the story of Scan to Cloud Storage , as told to me by Aaron. Thanks, Aaron.
Got questions? Check out these handy Scan to Cloud Storage FAQs .
