Lexmark Scanback Utility

General Information

Technologies must be operated and maintained in accordance with Federal and Department security and privacy policies and guidelines. More information on the proper use of the TRM can be found on the TRM Proper Use Tab/Section.

Website:	Go to site
Description:	Lexmark Scanback utility configures direct scanning from Lexmark scanning devices to Windows desktops through reusable scan profiles. Users can create document specific profiles with unique settings for each document type which allows documents to be scanned back to the user`s desktop in the specified file format. Product provides proprietary functionality for vendor`s associated hardware.
Technology/Standard Usage Requirements:	Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.
Section 508 Information:	This technology has not been assessed by the Section 508 Office. The Implementer of this technology has the responsibility to ensure the version deployed is 508-compliant. Section 508 compliance may be reviewed by the Section 508 Office and appropriate remedial action required if necessary. For additional information or assistance regarding Section 508, please contact the Section 508 Office at Section508@va.gov.
Decision:	View Decisions

Decision Source:	TRM Mgmt Group
Decision Process:	One-VA TRM v24.3
Decision Date:	03/27/2024 at 02:56:30 UTC
Introduced By:	TRM Request
Vendor Name:	Lexmark

Vendor Release Information

The Vendor Release table provides the known releases for the TRM Technology, obtained from the vendor (or from the release source).

Version	Release Date	Vendor End of Life Date	Vendor Desupport Date
4.5	04/29/2014
5.0	04/13/2016
5.2	01/31/2018
5.4	03/18/2021
5.5.x	01/20/2023

Current Decision Matrix (03/19/2024)

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

The VA Decision Matrix displays the current and future VA IT position regarding different releases of a TRM entry. These decisions are based upon the best information available as of the most current date. The consumer of this information has the responsibility to consult the organizations responsible for the desktop, testing, and/or production environments to ensure that the target version of the technology will be supported. Any major.minor version that is not listed in the VA Decision Matrix is considered unapproved for use.

Legend:

White	Approved: The technology/standard has been approved for use.
Yellow	Approved w/Constraints: The technology/standard can be used within the specified constraints located below the decision matrix in the footnote[1] and on the General tab.
Gray	Unapproved: This technology or standard can be used only if a POA&M review is conducted and signed by the Authorizing Official Designated Representative (AODR) as designated by the Authorizing Official (AO) or designee and based upon a recommendation from the POA&M Compliance Enforcement, has been granted to the project team or organization that wishes to use the technology.
Orange	Divest: VA has decided to divest itself on the use of the technology/standard. As a result, all projects currently utilizing the technology/standard must plan to eliminate their use of the technology/standard. Additional information on when the entry is projected to become unapproved may be found on the Decision tab for the specific entry.
Black	Prohibited: The technology/standard is not (currently) permitted to be used under any circumstances.
Blue	Planning/Evaluation Constraint:The period of time this technology is currently being evaluated, reviewed, and tested in controlled environments. Use of this technology is strictly controlled and not available for use within the general population. If a customer would like to use this technology, please work with your local or Regional OI&T office and contact the appropriate evaluation office displayed in the notes below the decision matrix. The Local or Regional OI&T office should submit an inquiry to the TRM if they require further assistance or if the evaluating office is not listed in the notes below.

Release/Version Information:

VA decisions for specific versions may include a ‘.x’ wildcard, which denotes a decision that pertains to a range of multiple versions.

For example, a technology approved with a decision for 7.x would cover any version of 7.(Anything) - 7.(Anything). However, a 7.4.x decision would cover any version of 7.4.(Anything), but would not cover any version of 7.5.x or 7.6.x on the TRM.

VA decisions for specific versions may include ‘+’ symbols; which denotes that the decision for the version specified also includes versions greater than what is specified but is not to exceed or affect previous decimal places.

For example, a technology approved with a decision for 12.6.4+ would cover any version that is greater than 12.6.4, but would not exceed the .6 decimal ie: 12.6.401 is ok, 12.6.5 is ok, 12.6.9 is ok, however 12.7.0 or 13.0 is not.

<Past

CY2016

CY2017

CY2018

Future>

Release

Q1

Q2

Q3

Q4

Q1

Q2

Q3

Q4

Q1

Q2

Q3

Q4

4.5

Approved w/Constraints
[1, 3, 4]

Approved w/Constraints
[3, 4, 5, 6]

Approved w/Constraints
[3, 5, 6, 7]

Divest
[3, 5, 6, 7]

Divest
[3, 7]

5.0

Unapproved

Approved w/Constraints
[3, 4, 5, 6]

Approved w/Constraints
[3, 5, 6, 7]

Approved w/Constraints
[3, 7]

5.2

Unapproved

Approved w/Constraints
[3, 7]

5.4

Unapproved

5.5.x

Unapproved

Decision Constraints


[1]	This technology is used to configure the transfer of scanned documents between scanning devices and Windows Clients/Servers. Before this software is used, the local ISO should review and approve the proposed configuration to ensure compliance with all relevant VA security policy including the Enterprise Security Solution Service (ESSS) Multi-Functional Device (MFD) Security Guidelines and to request any needed Client/Server local firewall exceptions from the local or regional firewall security team. Key guidelines from the ESSS MFD Security Guidelines include, but are not limited to: Ensure that any Bluetooth or SMTP components are disabled, as the capability to transmit sensitive data exists if the device is not FIPS 140-2 certified. The traffic will not exit the local area network. Scan jobs will be transferred within the LAN. Any wide area network services or features will be documented and configured to be disabled (i.e. Bluetooth, SNMP, SMTP) so as to not transmit sensitive data. Retrievable file permissions will be set to least privilege mode. If a printer, copier, scanning equipment ordered contains a hard drive, the hard drive on the equipment will be sanitized in accord with VA Policy and the VA Media Sanitization Team, before it is released/disposed of.

[2]	As of April 23, 2015, per the Deputy CIO of Architecture, Strategy and Design (ASD), all technologies in use by the VA require an assessment by the VA Section 508 office. Section 508 of the Rehabilitation Act Amendments of 1998 is a federal law that sets the guidelines for technology accessibility. A VA Section 508 assessment of this technology has not been completed at the time of publication. Therefore, as of April 23, 2015 only users of this technology who have deployed the technology to the production environment, or have project design and implementation plans approved, may continue to operate this technology. In the case of a project that has implemented, or been approved for a specific site or number of users, and that project needs to expand operations to other sites or to an increased user base, it may do so as long as the project stays on the existing version of the technology that was approved or implemented as of April 22, 2015. Use of this technology in all other cases is prohibited.

[3]	Users should check with their supervisor, Information Security Office (ISO) or local OIT representative for permission to download and use this software. Downloaded software must always be scanned for viruses prior to installation to prevent adware or malware. Freeware may only be downloaded directly from the primary site that the creator of the software has advertised for public download and user or development community engagement. Users should note, any attempt by the installation process to install any additional, unrelated software is not approved and the user should take the proper steps to decline those installations.

[4]	Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500.

[5]	This technology is used to configure the transfer of scanned documents between scanning devices and Windows Clients/Servers. Before this software is used, the local ISO should review and approve the proposed configuration to ensure compliance with all relevant VA security policy including the Enterprise Security Solution Service (ESSS) Multi-Functional Device (MFD) Security Guidelines and to request any needed Client/Server local firewall exceptions from the local or regional firewall security team. Key guidelines from the ESSS MFD Security Guidelines include, but are not limited to: Ensure that any Bluetooth or Simple Mail Transfer Protocol (SMTP) components are disabled, as the capability to transmit sensitive data exists if the device is not Federal Information Processing Standard (FIPS) 140-2 certified. The traffic will not exit the local area network. Scan jobs will be transferred within the Local Area Network (LAN). Any wide area network services or features will be documented and configured to be disabled (i.e. Bluetooth, SNMP, SMTP) so as to not transmit sensitive data. Retrievable file permissions will be set to least privilege mode. If a printer, copier, scanning equipment ordered contains a hard drive, the hard drive on the equipment will be sanitized in accord with VA Policy and the VA Media Sanitization Team, before it is released/disposed of.

[6]	Use of this technology is limited to VA staff charged with ensuring the security of the VA network infrastructure. VA staff performing analysis with this technology need to work closely with system owners and agree on security scanning rules, such as the assets scanned, along the schedule and frequency of those scans.

[7]	Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500.

Note:

At the time of writing, version 5.5.0.0 is the most current version, released 01/20/2023.

References

The following reference(s) are associated with this entry:
Type	Name	Source	Description
*NOTE: Vendor provided information is subject to the accuracy of the manufacturer.

Technology Components

Note: This list may not be complete. No component, listed or unlisted, may be used outside of the technology in which it is released. The usage decision for a component is found in the Decision and Decision Constraints.
Name	Description
No components have been identified for this entry.

VA Categories View the VA Categorization Framework

Domain Area	Category	Customer Guidance	Category Locked By ELT Date
Collaboration and Electronic Workplace Productivity Software	Miscellaneous Productivity Tools and Utilities

Operating Systems Supported by the Technology

Windows Client - Approved w/Constraints
Windows Server - Approved w/Constraints

Technologies/Standards Relationships

Runtime Dependencies:

No runtime dependencies have been identified.

Comparable Technologies:

Companion Technologies/Supported Standards:

No companion technologies/standards have been identified.

General Analysis

Adoption Benefits

At the time of writing, no National Institute of Standards and Technology (NIST) vulnerabilities had been reported and no VA Cyber Security Operations Center (CSOC) bulletins had been issued for the latest versions of this technology.
This technology may improve productivity for specific staff whose responsibilities include creating scan to personal computer (PC) profiles.
There is no licensing fee associated with this technology.
This technology provides proprietary functionality for vendor`s associated hardware.
This is a well-documented technology.

Adoption Risks

Due to the rapid release schedule of this technology, the VA may be unable to update to the most recent patch and may require a deployment model requiring the use of specific versions.
There is no indication based on either the vendor documentation or the Cryptographic Module Validation Program (CMVP) that this technology is Federal Information Processing Standard (FIPS) 140-2 compliant.
The potential of vendor lock exists when utilizing proprietary vendor technology.
This technology is available as freeware. As such this technology may be without clearly defined support options which may result in suboptimal enterprise level support.
The potential exists to store Personally Identifiable Information (PII), Protected Health Information (PHI) and/or VA Sensitive data and proper security standards must be followed in these cases.

Architectural Risks

This technology is not portable as it runs only on Windows platforms.

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General Information

Vendor Release Information

Current Decision Matrix (03/19/2024)

Decision Constraints

References

Technology Components

VA Categories View the VA Categorization Framework

Operating Systems Supported by the Technology

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Comparable Technologies:

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VA Technical Reference Model v 24.7

General Information

Vendor Release Information

Current Decision Matrix (03/19/2024)

Decision Constraints

References

Technology Components

VA Categories View the VA Categorization Framework

Operating Systems Supported by the Technology

Technologies/Standards Relationships

Runtime Dependencies:

Comparable Technologies:

Companion Technologies/Supported Standards:

General Analysis

Adoption Benefits

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Architectural Risks

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