Secure Fax Transmission via Email Notification
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Solution Overview
Problem
Conventional methods for fax and scan transmission notification are inefficient, inconvenient, and pose confidentiality risks due to the need for users to wait for printed reports, which can result in missed deadlines and exposure of sensitive information.
Innovation Solution
A system and method for electronically transmitting fax and scan transmission reports via email, allowing users to receive status updates without waiting, with options for storing documents locally for retransmission and automatic reformatting and retransmission if initial attempts fail.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Reliability
If a printed fax transmission report page is used to notify users of transmission status, then users receive confirmation of fax delivery, but users must wait 3-5 minutes at the printer and confidential information may be exposed
Solution Approach 1:
The patent replaces the mechanical printing system with an electronic email notification system. Instead of users physically waiting at the printer to collect printed reports, the system automatically sends transmission status notifications via email to users' electronic mailboxes, eliminating the need for physical presence and waiting time while maintaining reliable status confirmation
Solution Approach 2:
The patent introduces email as an intermediary communication channel between the fax transmission system and the user. The email server acts as a mediator that delivers transmission status information to users without requiring them to be physically present at the printer, thus resolving the time loss issue while preserving reliable notification
2Reliability
If a printed fax transmission report page is used to notify users of transmission status, then users receive confirmation of fax delivery, but confidential information such as social security numbers and signatures may be exposed to anyone with access to the printer
Solution Approach 1:
The patent replaces the physical printing mechanism with electronic email delivery. Confidential fax content is no longer printed on physical pages that can be accessed by anyone near the printer. Instead, transmission status is communicated through secure email channels, and the actual fax content remains protected in the fax transmission system, eliminating the confidentiality risk associated with printed reports
Solution Approach 2:
The patent extracts the transmission status information from the printed report and separates it from the confidential fax content. By sending only status notifications via email rather than printing the entire report with embedded confidential information, the system delivers necessary confirmation while leaving sensitive data protected in the secure fax system
3Manufacturing precision
If scan jobs are transmitted with high resolution and color settings to ensure quality, then image quality is improved, but file size increases causing transmission failures due to storage limitations at the destination
Solution Approach 1:
The patent implements dynamic adjustment of scan parameters based on destination capabilities. The system automatically detects storage limitations at the destination and adaptively modifies resolution, color depth, and compression settings to ensure successful transmission while maintaining acceptable image quality. This dynamic adaptation resolves the contradiction between quality and transmission reliability
Solution Approach 2:
The patent changes physical parameters of the scan job (resolution, color mode, compression ratio) based on destination storage capacity. When storage limitations are detected, the system automatically adjusts these parameters to reduce file size below the destination's storage threshold, ensuring transmission success while preserving essential image quality characteristics
4Reliability
If users manually check printed fax transmission reports to confirm successful delivery, then transmission status is verified, but important faxes may be missed resulting in lost business opportunities
Solution Approach 1:
The patent implements an automated feedback mechanism where the system proactively sends transmission status notifications directly to users via email. This eliminates the need for users to manually check printed reports, as the system provides automatic confirmation of successful fax delivery, ensuring no important faxes are missed while maintaining verification reliability
Solution Approach 2:
The patent enables the fax transmission system to serve itself by automatically generating and sending status notifications without requiring user intervention. The system monitors transmission outcomes and autonomously communicates results to users, freeing them from the productive loss of manually checking reports while maintaining reliable status verification
Data Source
AI summary
The presently disclosed embodiments are directed to systems and methods for transmitting a secure electronic fax or scan transmission report for a fax or scan job from a fax capable printer or a multifunctional device respectively. When the electronic confirmation (EConfirmation) option is selected, the machine sends an email comprising a status of the fax or scan job to the sender and a hyperlink. The sender then selects or “clicks” on the hyperlink, which connects to the machine Web (UI) Services. Web services automatically retrieves the job information and correctly displays all previously entered selections. The sender then simply verifies the information, makes any necessary changes and selects or “clicks” a button on the Web services to retransmit the fax or scan documents. In another embodiment, the sender is given an option to reformat a scan job by compressing or changing job parameters of the scan job. A method is also provided to automatically reformat the scan job and retransmit the reformatted scan job over the network if the transmission fails due to insufficient storage requirements and/or file size limitations at the destination.