Scan to email pros
- Most inboxes display past emails with attachments, which provides proof of sent items.
- Typically email accounts allow direct sending to the final recipient, eliminating the need to forward a message.
- Email is much faster and more efficient than faxing, particularly when you are sending multiple pages.
Scan to email cons
- If a recipient email address is entered incorrectly or is not valid or the email inbox is full, the recipient may not receive the message.
- Recipients cannot send a reply when the message comes from a “no-reply” address.
- Most email hosts have a sending limit, which means that they cannot handle large attachments, such as multiple high-resolution images.
- When a third party email server (i.e. Gmail, Yahoo) is located hundreds of miles away, it can take a while for a recipient to receive a message.
- Scanning to a folder is a quick process that is typically configured locally or inter-domain. The only limits for storage capacity are network latency and hard drive storage space.
- Folders are easy to manage. Each user has his own folders, ensuring a desirable level of privacy.
- A desktop folder shortcut eliminates the need to log into an email account to view scanned documents and images.
- Sometimes file names are long and generic. Unless an individual renames a document at the time of scanning, it can be difficult to determine what it is without opening it.
- A generic scans folder for an entire company can lead to privacy issues. The good news is that there are multiple methods for scanning that ensure security.
- Scan to folder permissions is a concern that IT staff may have to address in order for certain people to be able to view certain files. Scanning to email fixes this issue.