Compliance and Certification
Compliance and Certification
Kiosk mode
Users are given a multitude of quick and easy ways of authenticating with Scan2x. Following authentication, the job buttons presented to each user are only those to which they have been given security access by the administrator.
Wherever the destination, scans are always created with username + scan date as properties. This is true for folder destinations, email or DMS systems as destinations.
When jobs are configured to save scans as PDF to a folder, each PDF can have all file metadata stored as XML or CSV files to ensure metadata preservation.
Workload Server mode
When Scan2x is running in Workload Server mode the user does not have the opportunity to authenticate with Scan2x in any way, as everything runs on the server. Scan2x Workload Server uses the Active Directory file owner property to determine the user that wrote the file to the watched folder and uses this ID when processing the job and placing it in the queue.
Scan2x keeps a complete audit log of user activity, both when Scan2x is connected in a networked environment, or locally on a single-unit installation.
It can be accessed via the Activity Log Tab.
In sensitive or high-security installations, it is sometimes necessary to be able to verify that a past document originally created by the Scan2x system has not since been changed, altered or tampered with in any way.
Scan2x handles this requirement by recording an encrypted hash (or checksum) of the file contents, together with all the relevant data for the file including any index data collected, before sending it to the destination as set up in the job button. This allows for the subsequent submission of this same file back to Scan2x later for verification – the file hash value is recalculated and compared with Scan2x’s records of past scans.
Only if a file is identical is a correct match returned, and Scan2x File Verifier then displays all the data that was recorded at the time the documents were originally scanned. This data includes index data, date and time of scanning, Scan2x unit and user identification data.
Logging of user activity is essential when determining who is using the Scan2x system. This logging provides a level of control for administrators in terms of both administration functions and normal scanning use. The data is held in the central Scan2x database. In a single-unit installation, this is installed on the Scan2x unit itself. For installations with more than one Scan2x, the database is held in a central location on a server.
User activity actions that are logged are:
- Deleted from Queue
- Invalid PIN
- Requested new PIN
- Saved Admin Settings
- Log-In
- Emailed Document
- Modified Group/Job
- Logged In
- Scanned Document