A scan task system includes a plurality of imaging devices, including MFDs, dedicated scanners, or mobile phones with scanning or camera functions. The system notifies a user or a number of users when a particular document needs to be scanned and transmitted to a specific destination. A scan task is sent to available imaging devices, and will appear when the user logs in at any imaging device on the network. When a user executes the scan task at any one of the imaging devices, the scan task is removed from all devices. The scan task can be pre-programmed to appropriately file or send a scanned document when the scan is executed.