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Mike While these are all valid risks, are they any greater than the use of existing stand alone fax machines and photocopiers? People can fax off documents now, without a trace. People can photocopy documents now, again without a trace. If you are talking about the low capacity devices which are usually linked to a computer, then I suspect that the limited capacity of the devices would mean that there would be less likelihood of someone using them to copy/fax off a ream of documents than if they used a traditional photocopier/fax machine. John Lovejoy [log in to unmask] My own opinions, no one elses -----Original Message----- From: The UK Records Management mailing list [mailto:[log in to unmask]]On Behalf Of Mike Marsh Sent: Thursday, November 04, 2004 11:47 PM To: [log in to unmask] Subject: Multi-function copiers - RM risks I believe that multi-functional copiers (combined photo-copier and scanner, linked to e-mail and fax functionality) may create business and records management risks. For example: Ability to send images of paper documents, to multiple (internal and external) e-mail addresses and faxes, directly from the scanner or copier (with very little audit trail, except about date & time sent). Open access, and proximity to insecure filing cabinets, increase risk of intruders copying and sending your confidential stuff to external addresses. Ability to add and send a 'cover note' (which might contain additional business information) to an e-fax or e-mail, without retaining a copy. Free access to the entire company e-mail address, fax & phone book, via the copier memory. As per computers, images of confidential documents retained on the hard disk memory; retrievable even after 'deletion'. There may be other risks I haven't discovered yet? Controls, for example restricting access via user pin number; and implementing good RM & business house rules. Has anyone else any experience or advice to share? Cheers! Mike Marsh.