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May 6, 2020

3 Requirements for Secure Scanning in a Remote Legal Environment

Scanning has long been valued in law offices as a solution for endless accumulations of paper in file cabinets or storage facilities. More importantly, scanning is essential for everyday communications and business functions. With some advanced options also providing benefits such as supporting disaster recovery plans, capturing cost information and keeping up with evolving Electronic Court Filing rules, there are various use cases for scanning in legal.

Scanning is easy to manage and keep secure when all devices are under the same centralized network.However, now that many legal professionals are using their own devices in home offices — or leveraging unsecured remote networks — it’s vital that all solutions leveraged in your environment remain secure.

Here are 3 features to look for in a scanning solution that will empower your legal teams to be productive and secure in a remote environment.

1. A Centralized Network for All Devices

Multiple locations and remote devices don’t have to mean a disparate network. A centralized scanning management system uses a back end pathway to provide a seamless and secure scanning experience for the remote user. In addition, a centralized network allows users to leverage faster scanning speeds while eliminating overhead management of multiple scanner drivers.

When your solution uses a universal “virtual” scanner driver to query local scanners for their capabilities, such as resolution and supported paper sizes, you can ensure that all scanned paperwork meets the stringent legal document standards.

When using a centralized platform for all your scanning, your data remains tracked and secured through a single network and all scanner connections can be virtualized on a remote server, remote application, or virtual desktop for easy access for collaboration and record retention.

2. Seamless Integration & Encryptions

Integration with already-encrypted environments is key to ensuring optimal security in remote scanning. No matter what environment you’re using — Microsoft, VMWare, Citrix or workstation/direct IP — your scanning solution must seamlessly integrate with your existing applications to leverage the security features of those products.

If the scanning solution uses protocols like TLS 1.2 encryption and LZ4 compression, you can deliver scanning jobs securely without sacrificing speed or accuracy.

3. No More Configurations

Find a solution that doesn’t require users to configure their scanners for a remote session. Advanced scanning management solutions automatically connect the end user to the right workstation, as intended by your organization. With this feature, users can connect their remote server or desktop to the scanner in a secure way without having to mess with various settings.

In addition, advanced scanning solutions provide your organization complete control over the definition of the scanners available to various remote servers. Furthermore, when the solution supports both major scanning protocols, TWAIN and WIA, you can control all incoming data sources carried out from remote locations through a single main application.

Secure Scanning with Tricerat

Find a secure scanning solution that your team can depend on, no matter their location. Tricerat has over two decades of experience with delivering secure printing and scanning solutions that fit the unique needs of legal companies. Our secure solutions offer flexibility and support for your system administrators. To learn more about our robust solutions, schedule a demo with us today.

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