Scan to email failure

[dc313zd]

Well well, our awesome government has started its control of the 'public utility' known as the internet, thanks Net Neutrality! As I understand it as of January ISP's are required to lock down suspected IP's and email server's 'suspected' of SPAMMING even more so than in the past. In the last month I have had about 10 customers who say they can't scan to email.

Upon arrival I check logs and in most cases the log says the email was sent but the recipient never gets it. This problem is happening on Oki, Samsung, Konica Minolta and in different regions with various IPS's. Long story short, all of the customers have either a blacklisted public IP and/or blacklisted domain/email. I got with a seasoned Network Admin who explained that this is only going to get worse. In his case it was a Law firm that would send a scan to 130 lawyers that are part of a class action lawsuit. Obviously getting customer's off blacklists and figuring out why they got there to begin with isn't MY job but thought I'd pass along info to any of you that will run into this issue.

My resolutions to temporarily correct have been mostly resolved by changing the 'send from' address of the MFP. I've had a few that required me to use a different SMTP server and some to use Googles DNS. I had one yesterday that had no happy ending, their public IP was blacklisted on 32 hosts, not good. I pointed it out to their IT guy who just called me to let me know he found someone had opened an email and the user PC got infected and was using their email server to relay.

Anybody else having these issues?

[ZOOTECH]

Re: Scan to email failure

Well well, our awesome government has started its control of the 'public utility' known as the internet, thanks Net Neutrality! As I understand it as of January ISP's are required to lock down suspected IP's and email server's 'suspected' of SPAMMING even more so than in the past. In the last month I have had about 10 customers who say they can't scan to email.

Upon arrival I check logs and in most cases the log says the email was sent but the recipient never gets it. This problem is happening on Oki, Samsung, Konica Minolta and in different regions with various IPS's. Long story short, all of the customers have either a blacklisted public IP and/or blacklisted domain/email. I got with a seasoned Network Admin who explained that this is only going to get worse. In his case it was a Law firm that would send a scan to 130 lawyers that are part of a class action lawsuit. Obviously getting customer's off blacklists and figuring out why they got there to begin with isn't MY job but thought I'd pass along info to any of you that will run into this issue.

My resolutions to temporarily correct have been mostly resolved by changing the 'send from' address of the MFP. I've had a few that required me to use a different SMTP server and some to use Googles DNS. I had one yesterday that had no happy ending, their public IP was blacklisted on 32 hosts, not good. I pointed it out to their IT guy who just called me to let me know he found someone had opened an email and the user PC got infected and was using their email server to relay.

Anybody else having these issues?

Not that I know of, but thank you for posting this explanation.

[NeoMatrix]

Re: Scan to email failure

Re : Government internet laws.

Sh!t... I guess "big bother" was going to come out of the closet soon enough. I believe it has nothing to do with internet email spam and has every thing to do with "big bothers" surveillance equipment real-time lag while reading through the internet chaff to get to the wheat. They figure if they scare\flog the heck out of the wheat farmers to remove the chaff from the internet first; they're surveillance(aka paranoia) toy's can test the wheat more efficient and they won't require so many "people" sitting at surveillance computers to confirm the wheat results. All they are going to do is force the internet underground through many more private\public TOR servers on top of deeper encrypted data.

The amazing thing is, who gets to decide what is wheat and what is chaff with regards to email spam?
Does two or three emails in a row classify a person as (new buzz word) "domestic terrorist" ?
Is fixing the "email spam" just the start of full blown government lock down ownership of the internet ?
Will every other country follow along with the same laws ?
Some censorship changes I agree with and some changes I don't...

Hey I guess it's a case of if they can't play the game fairly then make up a new law and move the goal posts closer in they're favour.


BTW
I haven't seen any noticeable changes in scan to email...

[slimslob]

Re: Scan to email failure

One thing that I think might be triggering this is when you have a company that does a lot of scan to email and have had the email administrator set as the default sender, this way users do not have to select the sender. This can put a high volume on email coming all from the same sender and IP address. With Ricoh you can set user authentication required for scanning. This way, when a user enters their user code, their email address is used as the sender. One other thing to have your customers do is have everyone use the same email provider as the SMTP server. Some online email services,Yahoo and AOL are two, went to a system at least a year ago where if the sender domain did not match the SMTP server domain the email would be bounced back to the sender.

[dc313zd]

Re: Scan to email failure

One thing that I think might be triggering this is when you have a company that does a lot of scan to email and have had the email administrator set as the default sender, this way users do not have to select the sender.

Yeah that was another part of our discussion. Algorithms are used to look for redundancy that 'looks' like SPAM so I've been advising customers not to use 'copier@xxx.com', 'Office@xxx.com', etc and not to use generic message lines. It sounds like Ricoh's are a little more sophisticated than when i worked on them (Aficio 450 era).

[qbert69]

Re: Scan to email failure

I can vouch for the AOL/Yahoo e-mail problems!....supposedly the way the e-mail is composed doesn't meet their "policy guidelines"!

One that really annoys me (personally) is Comcast....they let slip through EVERY DAMN E-Mail that is in the 2-3 kilobyte range (small)!....in other words e-mail with spam links and that's all!...I have Apple G5 Desktop running Microsoft Entourage with SpamSieve:

SpamSieve: Easy-to-use Mac spam filter for Apple Mail, Outlook, Airmail, Postbox, and more

Haven't had any problems with it yet!

The ONLY problem, is that I usually check e-mail on my iPhone and that doesn't have an "intelligent" spam filter!...just might have to implement a *size* filter online with Comcast!

[slimslob]

Re: Scan to email failure

I can vouch for the AOL/Yahoo e-mail problems!....supposedly the way the e-mail is composed doesn't meet their "policy guidelines"!

One that really annoys me (personally) is Comcast....they let slip through EVERY DAMN E-Mail that is in the 2-3 kilobyte range (small)!....in other words e-mail with spam links and that's all!...I have Apple G5 Desktop running Microsoft Entourage with SpamSieve:

SpamSieve: Easy-to-use Mac spam filter for Apple Mail, Outlook, Airmail, Postbox, and more

Haven't had any problems with it yet!

The ONLY problem, is that I usually check e-mail on my iPhone and that doesn't have an "intelligent" spam filter!...just might have to implement a *size* filter online with Comcast!

Get an android phone and you can install Malware Bytes Anti Malware. The last I checked, last week, they did not have it for iPhone. Maybe ask Apple why they do not have a malware protection app available.

[qbert69]

Re: Scan to email failure

Get an android phone and you can install Malware Bytes Anti Malware. The last I checked, last week, they did not have it for iPhone. Maybe ask Apple why they do not have a malware protection app available.

Last time I checked, "SPAM"--unwanted/unsolicited e-mails was not classified as malware!...it is possible for spam e-mail to contain an attachment which spoofs as a legitimate file, such as a PDF, but is only wrapped in a pseudo PDF container and really contains an executable file, either a malicious java script or a .exe file which then installs itself when someone attempts to open that file.

Spam is hardly much different than a telemarketer robo call....they can call you, but when you see the caller ID and don't know who it is, then you can reject and block that call.

It all boils down *mostly* to social engineering and how much of a sucker a person is!

[slimslob]

Re: Scan to email failure

Last time I checked, "SPAM"--unwanted/unsolicited e-mails was not classified as malware!...it is possible for spam e-mail to contain an attachment which spoofs as a legitimate file, such as a PDF, but is only wrapped in a pseudo PDF container and really contains an executable file, either a malicious java script or a .exe file which then installs itself when someone attempts to open that file.

Spam is hardly much different than a telemarketer robo call....they can call you, but when you see the caller ID and don't know who it is, then you can reject and block that call.

It all boils down *mostly* to social engineering and how much of a sucker a person is!

Malwarebytes catches a lot of things that other, more expensive, anti virus software does. You might want to check it out.

https://www.malwarebytes.org/mobile/

[dc313zd]

Re: Scan to email failure

Well I found one of my problems regarding a local ISP (Hargray). In their ULA they deem anything over 10mb 'heavy traffic'. Yesterday one of my customers emails from their MFP were being truncated, turns out they are scanning 80-100 pages with photos at 400 DPI.

[slimslob]

Re: Scan to email failure

Well I found one of my problems regarding a local ISP (Hargray). In their ULA they deem anything over 10mb 'heavy traffic'. Yesterday one of my customers emails from their MFP were being truncated, turns out they are scanning 80-100 pages with photos at 400 DPI.

Sounds like your customer needs to be using scan to folder and then email the resulting file using either gmail's Google Drive or drop box. Most SMTP servers will reject anything over 25MB, a few will allow 50MB. A local Exchange server can be configures for no limit but anything over 50MB will be bounced by the destination server as being too large.

[dc313zd]

Re: Scan to email failure

Yep, exactly what I told them although 10mb seems low. Then I asked about their workflow when divulged that they used drop box. So I set them up to SMB scan. The main culprit says 'that's a hassle'. I said really? You scan to email, pull the email then put it in drop box. Now you scan to a folder and drag and drop it. How is that a hassle?? Sometimes the hardest part is retraining the customer.

Aside from that the MFP was set to a 20mb limit. I love how customers lie about what they do, so much could be avoided by simple honesty.

[anothertech]

Re: Scan to email failure

I love how customers lie about what they do, so much could be avoided by simple honesty.

That is so true.

[rthonpm]

Re: Scan to email failure

Well well, our awesome government has started its control of the 'public utility' known as the internet, thanks Net Neutrality! As I understand it as of January ISP's are required to lock down suspected IP's and email server's 'suspected' of SPAMMING even more so than in the past. In the last month I have had about 10 customers who say they can't scan to email.

I still don't see how this is tied to Net Neutrality. If anything, it's exactly what ISP's should be doing in the first place. The vast majority of mail being sent is spam, and there's been precious little done to alleviate it at the ISP level, or even at the mail server side with many companies knowing full well what their customers are doing with their servers and only to happy to collect their fees and look the other way. If anything, at the level or our customers maybe it will clean up some of the piss poor setups that have been left out there for far too long anyway. I've had piles of customers using their MFP's to send contracts and all kinds of documents with sensitive information in the clear over port 25, which violates some of the regulatory requirements they have to abide by. If clamping down on spam has a side effect of improving security then I'll take the hassles of having a customer blocked because they're too lazy, or too out of touch, to actually set up their environment correctly.

[slimslob]

Re: Scan to email failure

Yep, exactly what I told them although 10mb seems low. Then I asked about their workflow when divulged that they used drop box. So I set them up to SMB scan. The main culprit says 'that's a hassle'. I said really? You scan to email, pull the email then put it in drop box. Now you scan to a folder and drag and drop it. How is that a hassle?? Sometimes the hardest part is retraining the customer.

Aside from that the MFP was set to a 20mb limit. I love how customers lie about what they do, so much could be avoided by simple honesty.

They don't happen to be using satellite internet are they. Satellite internet will start to throttle you back after a certain amount of data. 10MB could also be the limit set by their SMTP for outgoing email. In the past places like Yahoo and AOL used to set 2.5 to 5 MB as the limit. I had a RV dealership who was trying to send their weekly ad lay out to the local newspaper. The attachment was 3MB, Yahoo has a 2.5MB limit. They switched to using an email address from their ISP and everything sent.