On-Device Scan Storage by Brand

Choose the correct storage method

Standard setup checklist

1. Confirm the exact model, firmware and installed storage options.
2. Find the manufacturer’s term for internal document storage.
3. Determine whether users connect through SMB, WebDAV, a browser or an application.
4. Create a protected box or folder with unique credentials.
5. Set a short automatic deletion period and storage quota.
6. Create a Scan Folder destination at the copier.
7. Scan a non-confidential test PDF.
8. Retrieve the file from a computer and verify every page.

Konica Minolta bizhub

1. Log in to Web Connection as administrator.
2. Open Network, SMB Setting and SMB Server Settings.
3. Enable SMB Server Settings and Share SMB File.
4. Use SMB2 or SMB3 when the model supports protocol selection.
5. Create a Public User Box named Scan Folder.
6. Assign a unique box number and strong password.
7. Enable SMB sharing for that box when required.
8. Register the User Box as a scan destination or Favorite.
9. Scan a PDF and open the copier’s SMB share from the computer.

Canon imageRUNNER ADVANCE and DX

1. Open Settings/Registration as administrator.
2. Open Function Settings, Store/Access Files and Advanced Space Settings.
3. Set Open to Public to SMB or WebDAV.
4. Enable the SMB server and SMB authentication.
5. Create approved users for Personal Space access.
6. Create a folder inside Shared Space or Personal Space.
7. Register the folder as a File destination in the address book.
8. Scan a test PDF into Advanced Space.
9. Open \\copier-address\share or \\copier-address\users from Windows.

Ricoh, Savin and Lanier

1. Create or select a Document Server folder when the model supports folders.
2. Apply a password and access privileges.
3. At the scanner, choose Store File or Store to Document Server.
4. Enter a clear document name and user name.
5. Scan the test document.
6. Open the copier’s HTTPS address from a computer.
7. Log in to Web Image Monitor.
8. Open Print Job/Stored File and Document Server.
9. Select the file, choose an available format and download it.

Xerox AltaLink, VersaLink and WorkCentre

1. Open the Xerox Embedded Web Server.
2. Confirm that Workflow Scanning, Mailbox or Store to Folder is installed and enabled.
3. Create a mailbox or internal folder with authentication.
4. Create a scanning template that stores documents in that mailbox.
5. Add a clear name such as Scan Folder.
6. Scan a test PDF using the template.
7. Open the Stored Files, Mailbox or Scan section in the web interface.
8. Select and download the document.
9. Configure automatic deletion when the model offers it.

Sharp MX and BP series

1. Enable Document Filing and confirm storage capacity.
2. Create a Custom Folder named Scan Folder.
3. Apply a PIN or user authentication.
4. Set retention or automatic deletion when supported.
5. Choose Scan to HDD or Document Filing at the panel.
6. Select the Custom Folder and scan the test PDF.
7. Open the copier’s HTTPS address from the computer.
8. Open Document Operations or Document Filing.
9. Select the stored file and download it when the model supports browser retrieval.

Toshiba e-STUDIO

1. Open TopAccess and confirm that e-Filing is enabled.
2. Create a User Box named Scan Folder.
3. Apply a strong password and storage limits.
4. Create a folder inside the box when needed.
5. At the copier, select Store to e-Filing.
6. Select the box and folder, then scan a test document.
7. Open the e-Filing Web Utility from the computer.
8. Enter the box password.
9. Select and download or manage the stored document.

Kyocera TASKalfa and ECOSYS

1. Confirm that the model has storage for Custom Boxes.
2. Open Command Center RX as administrator.
3. Create a Custom Box named Scan Folder.
4. Apply a password, quota and deletion period.
5. Register the Custom Box as a document destination where supported.
6. Scan a test PDF into the box.
7. Open the copier’s web interface.
8. Open Custom Box or Document Box.
9. Download the file when the model and firmware support web retrieval.

HP Enterprise and Managed MFP

1. Do not use print Job Storage as a shared scan archive.
2. Create a protected SMB2/3 folder on a server or NAS.
3. Open the HP Embedded Web Server.
4. Create a Scan to Network Folder Quick Set.
5. Use a dedicated service account with limited folder permissions.
6. Test scanning and retrieval.

Lexmark MFP

1. Create a protected SMB2/3 or FTP repository.
2. Open the Lexmark Embedded Web Server.
3. Create a scan shortcut or network destination.
4. Enter the repository path and restricted service account.
5. Set PDF, resolution and file-name defaults.
6. Scan and retrieve a test document.

Brother MFC and business printers

1. Create a protected destination on a computer, server or NAS.
2. Open Web Based Management.
3. Create a Scan to Network, FTP or SFTP profile.
4. Use modern SMB and a restricted service account.
5. Set PDF, resolution and file-name defaults.
6. Test scanning and retrieval.

Brand comparison

Security requirements

• Use SMB2 or SMB3 and disable SMB1.
• Use unique accounts and passwords for every customer.
• Restrict access to the trusted local network.
• Enable automatic document deletion.
• Set box quotas and monitor available storage.
• Encrypt the copier drive when supported.
• Use HTTPS for browser retrieval.
• Do not expose copier shares or web portals to the internet.
• Erase all stored files before lease return, resale or disposal.

Final verification

1. Scan a one-page PDF into the correct box.
2. Verify the file from the copier control panel.
3. Retrieve the file using the brand’s supported computer method.
4. Confirm that unauthorized users cannot open the box.
5. Check whether users can download, rename or delete documents.
6. Verify automatic deletion and storage quota settings.
7. Restart the copier and confirm access again.
8. Document the path and retrieval method without recording passwords.

Official reference starting points

• Konica Minolta manuals
• Canon online manuals
• Ricoh, Savin and Lanier support
• Xerox support
• Sharp manuals
• Toshiba support
• Kyocera support
• HP support
• Lexmark support
• Brother support

Always open the manual for the exact model and firmware. Storage names, access methods and installed options vary.