Since a copier or scanner is typically a shared device, security dictates that only authorized users can access your network applications and resources. This is done through password or smartcard-based authentication using your existing network security infrastructure (Common Access Cards, Windows, Active Directory, Novell NDS, Lotus Notes, etc.), eliminating the need for extra passwords. After logon, the credentials will be validated and user information is populated. The user name will be shown and a personalized scan menu will appear, giving greater control and security. AutoStore network authentication is seamlessly integrated with the document workflow, to ensure optimal auditing and security of the documents being captured and routed to various destinations such as email, folders, SharePoint, fax, ECM systems, and more.

AutoStore can restrict access to network resources using a multifunction device, limiting the ability of anyone gaining access to the device to browse the network or perform activities that cannot be traced back to an individual. User level and password authentication can be enabled for all scanning functions available to that specific person. As well, AutoStore network authentication is a server-based solution. As opposed to device-based authentication, which requires extensive point-to-point management from IT, server-based authentication can be managed centrally, lowering total cost of ownership and allowing clustering, failover and other system redundancy techniques.

AutoStore is in use at government agencies, military institutions, banks, hospitals and other locations where the security of confidential documents is tight and critical. Physical access control, data security, and data encryption practices are very important areas in the MFP capture market. Communications between MFPs, the AutoStore server and destinations can be encrypted to ensure your digitized paper documents are only visible to those with proper authorization. The encryption component provides ECB, RC2 and RC4 encryption algorithms as well as synchronous encryptions for faster rate of encryption to secure data-routing to the final destination.

Activity logging enables you to capture tracking information about each scanned or faxed document and monitor usage of the scanning device. When tracking is enabled, the user is prompted to enter one or more customizable fields, like account number, department, or patient ID, before the file is sent. Additionally, AutoStore supports optional integrations with leading cost recovery systems such as those from Equitrac. Having a full audit trail of scans and faxes provides an organization with the tools to take pro-active, pre-emptive measures to ensure the proper performance and security of all processes.

One of the advantages of creating PDF documents with AutoStore is the ability to secure the document at the point of capture. AutoStore allows you to set a password when you are scanning confidential information to PDF and thus protect the PDF file from unauthorized access. Upon creation the document is encrypted by AutoStore using the author’s password and it will not be possible to open any document created with these settings without the keyword. This is great for HR, Accounting and other departments which manage sensitive or personally identifiable information.

Organizations produce vast and rapidly growing volumes of electronic records that, because of their historical value, need to be managed, preserved, and made accessible for future generations. PDF/A is a file format that has been NARA certified for long-term archival of electronic documents. Organizations can now use AutoStore to scan documents directly into text-searchable PDF/A formats and automatically populate the metadata properties important for archival: Title, Author, Subject, Date, and Keywords (such as Records Retention Schedule).

With AutoStore, secure mobile printing is as easy as sending an email. AutoStore provides you an easy and secure way to print documents from any Internet enabled laptop, iPad or Smartphone. No drivers, no software to install, just send an email to the appropriate networked printer or multifunction device’s email address and AutoStore will automatically print the attachment on your designated printer.

AutoStore helps to mitigate the risk of mistyped fax destinations. Faxing poses serious potential security issues and risks to every company where it us used. The number of organizations that have been exposed to a breach of confidential or personal information by just “sending a fax to the wrong number” is massive. The good news is that many of these risks can easily be mitigated with AutoStore by simply allowing users to use validated numbers that AutoStore finds in the database. Inadvertent selection of an outbound fax number can be something of the past, thanks to AutoStore.

AutoStore can automatically enforce security policies to proactively prevent confidential data from leaving the organization by filtering out outbound fax communications and intercept documents to prevent confidential data loss. By automatically notifying users, security officers, and administrators in real time to promote awareness and user education, AutoStore can ensure personally identifiable or secure information never leaves an organization’s firewall. 

Content Scanners and Data Loss Prevention (DLP) tools identify, monitor and protect data in use (e.g., endpoint actions) and data in motion (e.g., network actions), through deep content inspection; AutoStore complements and augments existing investments in DLP tools and take definitive action against potential incidents initiated at the point of capture. Through AutoStore’s optical character recognition, dynamic file tagging and watermarking capabilities DLP tools will augment an organization capability to take definitive action against incidents initiated at the point of capture and better be able to detect and prevent the unauthorized use and transmission of confidential information. 

Many organizations are purchasing add-on features to MFPs to encrypt hard-drives and other documents that pass through the MFP. However the MFP often stores critical settings information on the device such as SMTP gateways, user email addresses, SMB shares and service accounts. With AutoStore, the only setting needed is the AutoStore IP address, thus eliminating the risk of any confidential being started on the device.