Transitioning documents between paper and digital as needed to suit internal and external communications used to be simple. Thanks to the power of MFPs, analog faxing, scan to email, and printing from thumb drives were the go-to workflows.
Times have changed. With increased hacking risks, tightened privacy regulations and growing file sizes, organizations are forced to look for new solutions. Many have turned to expensive overnight shipping services or complex secure FTP servers to get things where they need to go. Now there is a new way you can augment the MFP to eliminate your customers’ communications roadblocks while providing highly secure transmissions and opening more sales opportunities for yourself.
Fax is Great…But it Can’t Do Everything
Because traditional fax still only sends a page per minute, transferring large documents can be a nightmare. Imagine one of your clients sending a 200-page legal brief or a year’s worth of medical notes on a patient’s chronic condition. The machine will be tied up for hours sending page, after page, after page.
In an attempt to maintain security while keeping their machines available, many industries have resorted to something even slower and more expensive: shipping physical documents.
The Costs of Shipping
Because of the limitations of fax and email, many industries spend a lot of money getting documents and data around the country via physical transport. Healthcare and legal are particularly stuck in the endless cycle of print, scan to thumb drives, or copy to CDs; then pack, ship, pay, hope, receive, unpack, and finally use.
It costs a lot of money (compared to a fax) to get something shipped across the country. It costs even more if your customer wants it done quickly and by a specific time. Even then, things happen. A plane breaks down, a blizzard blows in, a truck gets a flat tire, an envelope gets ripped open, or a box gets misplaced.
Getting reimbursed for a shipper’s failed delivery guarantee isn’t going to help your customers calm an enraged major client who just missed a critical filing deadline, nor explain to an ill patient that they’ll have to go home because the documentation isn’t ready yet for their procedure.
Scan to Email is Dangerous
Scan to email functionality is quick, easy…and not secure. Email is sent using systems that go back to the early days of the internet. These now-standard protocols were designed before people realized security was a concern, and now there’s no easy way to add encryption in a user-friendly way. It is surprising how easy it is for an outsider to intercept and read anything you send.
Because of this pronounced and well-documented vulnerability, scan to email shouldn’t be trusted with sensitive documents and won’t appease auditors in privacy-regulated industries.
Be the Superhero Your Customer is Looking For
What if there was a way MFPs, desktops and mobile devices could solve this problem for them without any extra equipment? What if a paralegal could feed 200 pages into the machine, and it’d be on its way, securely, as soon as the system was done scanning the pile?
XM SendSecure is an innovative secure file transfer solution that integrates with MFPs via apps, such as Xerox ConnectKey, Kyocera Acusender and Toshiba eBN devices to name a few. Devices without access to dedicated apps can still use it via the Scan to Desktop function. The solution allows for transfers of individual documents from desktops, MFPs and mobile devices and files of any type (including audio and video – via desktop and mobile device only), up to 5TB in size. Each transfer is wrapped in cutting-edge security features: encryption, 2-factor authentication and ephemeral storage. It provides your clients with a solution that’s as easy as Scan to Email, but far more secure, with a robust audit trail for complying to the strictest of regulations.
Files are securely uploaded to an encrypted SafeBox hosted on-premises or in the cloud, where they wait for the recipient to access them after authentication. All interactions within the SafeBox are automatically tracked, providing a strong audit trail for satisfying privacy regulations. After a user or administrator-designated period of time, the SafeBox can be automatically deleted, preventing old files from falling out of compliance with organizations’ retention policies.
Compared to the costs of shipping documents overnight, XM SendSecure can save clients 90% or more while delivering with far greater speed and reliability. It’s also HIPAA, FERPA, GDPR, and SOX compliant.
Beyond the MFP – An Unexpected Value-Add
Imagine your customer primarily deals with documents, but needs to send or receive a larger file every once in a while. For example, a law firm that sometimes handles video evidence, or a doctor’s office that sometimes receives MRIs.
While nobody’s going to be sending or receiving such things via an MFP, the same XM SendSecure solution you’ve sold them with their MFP can send files of any type via a computer or mobile device. You’re crossing the boundaries of the MFP market and offering them functionality that competing salespeople can’t.
Leverage the Future of Document Transmission for Your MFP Sales
Your clients with large documents think they’re stuck with methods that are slow, expensive and/or insecure. Imagine how excited they’ll be when you show them how much time and money they can save with this new solution, running on the same MFPs you already offer. This innovation can open new doors and set you apart from your competitors. The savings vs overnight shipping helps deliver fast ROI and helps cushion the expense of the entire machine, making deals easier to close.
