#32685 Fw: New Copier SMTP

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Sarah Justice
Pronouns: She/Her
Executive Director
[embedded image]
Zootown Arts Community Center
216 W Main St
Missoula MT 59802
(406) 549-7555
[www.zootownarts.org](http://www.zootownarts.org/)
Cultivating community through accessible arts experiences for all.

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From: Sarah Justice
Sent: Tuesday, February 18, 2025 10:19 AM
To: [email protected] <[email protected]>
Subject: New Copier SMTP

Hi Peet,

We have a new MFP Printer, and we are trying to get scan to email, SMTP information. Can you help?

Kindly,

Sarah Justice
Pronouns: She/Her
Executive Director
[embedded image]
Zootown Arts Community Center
216 W Main St
Missoula MT 59802
(406) 549-7555
[www.zootownarts.org](http://www.zootownarts.org/)
Cultivating community through accessible arts experiences for all.

Hi Sarah,

As a rule, I recommend to all my clients that they never setup "scan-to-email" if it can at all be avoided.

- scan-to-email is inherently less secure than saving directly to SharePoint/OneDrive
- scan-to-email conditions recipients that it's OK to open an attachment in an email that looks like it was sent from a Multifunction Copier ... which is one of the most common ways phishing/malware payloads are delivered.
- scan-to-email treats mailboxes like a file share/file storage destination and a single scan can create dozens of copies of itself within your organizations Exchange Online storage

Most modern MFC devices can scan directly to SharePoint Online or OneDrive. What's the make and model of your new device?

Thanks.Peet

Just checking in on this.

Thanks.Peet

Hi Peet, I guess I should take your advice. Sorry for my delayed response. I have been so slammed and now trying to catch-up on emails.
Joe has scanned and airdropped documents to his desk or, do you find this a better idea for security? I do not even know how to do that but am open to learning if this is a better way.

How is scanning and emailing so threatening? Just wanting to learn.

I look forward to your thoughts.

Sarah Justice
Pronouns: She/Her
Executive Director
[embedded image]
Zootown Arts Community Center
216 W Main St
Missoula MT 59802
(406) 549-7555
[www.zootownarts.org](http://www.zootownarts.org/)
Cultivating community through accessible arts experiences for all.

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From: Artichoke Support - Peet <[email protected]>
Sent: Wednesday, February 19, 2025 7:28 PM
To: Sarah Justice <[email protected]>
Subject: Fw: New Copier SMTP (message id: 91750769)

Sarah,

no worries on the timing getting back to me. I was just making sure that you had what you need. If you can tell me the Macon model of your new scanner, I can see what your options are for storing directly to Microsoft SharePoint/OneDrive.

As for the reasons not to use email as a scan to destination, see below for an expanded explanation of my earlier bullet points.

Please read this as if I am explaining with a smile in my voice. I sometimes have a hard time communicating the scary technical bits in a way that doesn’t sound a bit proscriptive. At least that’s what my kids tell me. 😂

-  scan-to-email is inherently less secure than saving directly to SharePoint/OneDrive

Depending on the SMTP configuration, scanning to an email can send through any number of unknown hosts, especially when sending to a domain outside of zootownarts.org. Email should never be treated as secure (unless specific protocols are applied). Always consider the content of an email to be as exposed as the content of a postcard. Like a postcard, emails are most often not “read” while in the process of being delivered, but also like a postcard there are no controls regarding who can and cannot read/access it.

-  scan-to-email conditions recipients that it's OK to open an attachment in an email that looks like it was sent from a Multifunction Copier ... which is one of the most common ways phishing/malware payloads are delivered.

The “bad guys” often use email craft to look like it’s a MFP “scan-to-email” delivering a legitimate scan to the recipient. Opening an unsolicited attachment from any source is never a good idea, but using “scan-to-email” as an organizationally approved method for scanning has the unintended side effect of training users to expect and accept attachments sent form generic device accounts.

- scan-to-email treats mailboxes like a file share/file storage destination and a single scan can create dozens of copies of itself within your organizations Exchange Online storage

I cannot stress this one enough. Email is not a file storage or file sharing system. Scan-to-email often causes hundreds of gigabytes or more of storage space to be dedicated to what is often ephemeral data. I’ve experienced a number of email quota issues for folks that were all caused by email as file sharing/file storage. On top of the operations issue, there is the issue above of email being inherently insecure, so email as file sharing is also inherently insecure.

Cheers.Peet

Hi Peet, What do you think about scanning to my email: [email protected]. I am also good with scanning to my SharePoint and OneDrive.
I often get contracts that need to be signed, not through a docusign method, which requires me to sign, scan and upload, to then attach to an email.

I read through the reasons why scan to email may not be safe, but I recall you mentioning if scanned to a ZACC email may be safe.

Thoughts?

Kindly,

Sarah Justice
Pronouns: She/Her
Executive Director
[embedded image]
Zootown Arts Community Center
216 W Main St
Missoula MT 59802
(406) 549-7555
[www.zootownarts.org](http://www.zootownarts.org/)
Cultivating community through accessible arts experiences for all.

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From: Artichoke Support - Peet <[email protected]>
Sent: Thursday, February 20, 2025 2:15 PM
To: Sarah Justice <[email protected]>
Subject: Fw: New Copier SMTP (message id: 91750769)

Sarah,

It can be set up however you'd like. I can only recommend best practice.

I still don't know the make and model of the device. So, while unlikely this conversation could be moot if it only supports emailing scans. Before we try implanting anything, could you please let me know the make and model of the device so I can understand its features and capabilities?

Sarah,

Checking in here. If you have a moment to send over the specifications (make and model) of the printer I can offer a best-practice solution.

Cheers.Peet

Sarah,

Figured I'd ping you here about the MFP scanning. If you could send the make and model of the printer, I can help ensure you have a clean solution for scanning.

Cheers.Peet

Hi Peet, We have a canon ImageRUNNER Advance DX C3930i

Let me know what else that you might need.

Sarah Justice
Pronouns: She/Her
Executive Director
[embedded image]
Zootown Arts Community Center
216 W Main St
Missoula MT 59802
(406) 549-7555
[www.zootownarts.org](http://www.zootownarts.org/)
Cultivating community through accessible arts experiences for all.

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From: Artichoke Support - Peet <[email protected]>
Sent: Monday, March 17, 2025 11:56 AM
To: Sarah Justice <[email protected]>
Subject: Fw: New Copier SMTP (message id: 91750769)

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