SHARP OSA - Integrated Scanning - Scan to Email

Overview

The Integrated Scanning feature introduces native scan-to-email functionality within the SHARP OSA control panel application. This initial feature delivery enables users to scan documents and directly send them via email. The solution emphasizes ease of use, secure data management, and compliance with regional data sovereignty requirements.

Administrator Setup – Scan Policies

To activate integrated scanning, IT administrators will create Scan Policies, defining scan behaviors, destinations, and compliance settings.

Key Scan Policy Features

1. Scan Destinations

• Scan to Self
  Allows scanned documents to be sent to the email address associated with the logged-in user.

• Scan to Address Book
  Allows users to select recipients from a searchable address book accessible directly on the copier control panel. Address book entries can be populated from:

• Google Workspace
  • Organizational Units (OUs)
  • Groups
  • Individual users
• Microsoft Azure AD
  • Groups
  • Individual users
• Coreza Print Internal Directory
  • Groups
  • Individual users

2. Data Sovereignty & Regions

• Administrators must configure each scan policy with a data storage and processing region.
• Scanned documents will be temporarily processed and sent via email from within the same region, supporting full compliance with regional data protection regulations.

Supported Data Regions:

Creating a scan policy

Scan & Send Workflow

• Users initiate a scan directly from the SHARP control panel application.
   
• Scanned documents are emailed as attachments to selected email addresses based on the policy destination.
   
• After a successful email send operation, scans are immediately deleted from temporary storage.

Scan Settings

Users will be able to select the following scan settings directly from the control panel interface:

Security & Compliance

• Zero Data Retention: No scanned documents are stored persistently on either the device or in the cloud after email dispatch.
   
• Regional Data Processing: All temporary scan storage and email sending occur exclusively within the selected data region to comply with local regulations.
   
• Identity Management & Auditing: Strong integration with Google Workspace, Microsoft Azure AD, and Coreza Print's internal directory ensures secure user authentication and robust traceability.

Scan Reporting

Integrated scanning will support comprehensive reporting to enable IT administrators to monitor scan usage and trends across users and devices. Reports will include event-level metadata and aggregated summaries based on scan volume, user behavior, and device activity.

Captured Scan Metadata

Each scan event will be logged with the following data fields:

• Scan Initiator – Authenticated user who performed the scan.
• Scan Date & Time – Timestamp marking the completion of the scan.
• Page Count – Number of pages scanned.
• Color Mode – Color or Mono (Black & White).
• Duplex – Indicates single-sided or duplex scan.
• Duplex orientation - Booklet or tablet
• Scan Device – Identifier or name of the device used

Custom Report Views

Administrators can generate custom reports which include the following scan-related statistics: 

• Volume of scans per user – Aggregated number of scan events by each user.
• Volume of pages per user – Total pages scanned by each user.
• Latest Scan Events – A real-time chronological view of recent scan activity.
• Total scans - Total number of scans initiated by all users within the defined scope & timeframe.

Worth noting

• Individual printer allocation may prevent the scan policy being applied.