Canon Enables Secure Sharing of Scanned Documents by Integrating Box and mxHero

Location: Melville, NY
Industry: Manufacturing
Use Case: Secure content sharing of scanned documents via a download link

Summary

Canon USA is a leading provider of consumer, business-to-business, and industrial digital imaging solutions. The company is leveraging its enterprise hardware and software to offer new solutions that change the way businesses manage and collaborate on content in the cloud, including email, paper, and digital content.

To deliver on this vision, Canon partnered with two best-of-breed platform providers. Box enables unlimited content storage, coupled with with enterprise-grade security and collaboration features. mxHero offers corporate email management and governance. The result: a secure, end-to-end solution that allows enterprise documents of all types to be seamlessly scanned, emailed, and automatically filed in Box.

Challenge

In the modern workplace, employees must be able to collaborate on content from anywhere at any time. To share a paper document, one has to follow numerous steps — scan the document, find the scan file, rename it, attach it to an email, and send it off with the hopes that the recipients will download and view the document. If a document becomes outdated, or a recipient should no longer have access to it, there’s no way to retract the document once the email has been sent. The entire process is frustrating inefficient at best, and at worst, it lacks the control needed over sensitive documents.

Solution

Canon built a comprehensive solution that enables their multi-function printer (MFP) to support a seamless content handling process. Users can scan a paper document, securely share it via email, and save a digital copy to a pre-set folder on Box — all directly from the MFP itself.

In this flow, emails are processed by mxHero before being delivered. Email recipients do not receive attached files, but rather embedded links to download content stored on Box. Using Box’s secure content management tools, the sender can govern access to specific files by specific users from a central location. They can change or revoke permissions at any time, or designate files as “Read Only” to prevent recipients from downloading confidential documents. The sender can even set an expiration date to cut off access to a file after a specified time, which is useful when files become outdated.

Canon’s solution saves employee time and increases productivity. Users accomplish the entire workflow directly from their MFP device, without having to log in to Box or use any other applications. Emailing links instead of attached documents reduces clutter in a recipient’s inbox and lightens the load on email servers. Document security is enhanced through tools that control access to stored documents. These powerful capabilities, in partnership with Box and mxHero, has enabled Canon to deliver transformational digital experiences to their enterprise customers.

More Information

Read more about Canon’s Box integration or explore other Canon solutions at usa.canon.com.