An image processing apparatus connectable, via a network, to a policy server adapted to transmit access policy definition information registered in association with a file when receiving an inquiry about an access policy of the file, the image processing apparatus comprising: a storage unit adapted to store files containing image data and/or document data; a first determining unit adapted to determine, by using an authentication unit, whether an operator has logged in, and to determine, based on which operator has logged in, identification data of a sender of a file to be transmitted; a receiving unit adapted to receive (S401, S803) identification data of a receiver of the file, and to receive, optionally, definition information for defining an access policy for the file; a designating unit adapted to designate a file to be transmitted; a second determining unit adapted to determine whether an access policy has been given to the file to be transmitted; a forming unit adapted to form definition information for an access policy for the file to be transmitted and to register the definition information in said policy server if no access policy has been given to the file to be transmitted (S403-NO); and a transmitting unit (208, 209) adapted to transmit, across a network, the file to which the access policy has been given, wherein the forming unit comprises: a comparing unit adapted to compare identification data of the determined sender of the file to be transmitted and the received identification data of the receiver of the file; a request unit adapted to request the operator to input definition information for defining an access policy that defines one or more access authorities to the file of one or more users if the identification data of the sender and the identification data of the receiver do not match (S701-NO), and a processing unit adapted to form definition information for defining an access policy based on information input received from the operator, if the identification data of the sender and the identification data of the receiver do not match (S701-NO), and to form definition information for an access policy wherein only the sender has an access right to the file, if the identification data of the sender and the identification data of the receiver match (S701-YES). a storage unit adapted to store files containing image data and/or document data; a first determining unit adapted to determine, by using an authentication unit, whether an operator has logged in, and to determine, based on which operator has logged in, identification data of a sender of a file to be transmitted; a receiving unit adapted to receive (S401, S803) identification data of a receiver of the file, and to receive, optionally, definition information for defining an access policy for the file; a designating unit adapted to designate a file to be transmitted; a second determining unit adapted to determine whether an access policy has been given to the file to be transmitted; a forming unit adapted to form definition information for an access policy for the file to be transmitted and to register the definition information in said policy server if no access policy has been given to the file to be transmitted (S403-NO); and a transmitting unit (208, 209) adapted to transmit, across a network, the file to which the access policy has been given, wherein the forming unit comprises: a comparing unit adapted to compare identification data of the determined sender of the file to be transmitted and the received identification data of the receiver of the file; a request unit adapted to request the operator to input definition information for defining an access policy that defines one or more access authorities to the file of one or more users if the identification data of the sender and the identification data of the receiver do not match (S701-NO), and a processing unit adapted to form definition information for defining an access policy based on information input received from the operator, if the identification data of the sender and the identification data of the receiver do not match (S701-NO), and to form definition information for an access policy wherein only the sender has an access right to the file, if the identification data of the sender and the identification data of the receiver match (S701-YES). a comparing unit adapted to compare identification data of the determined sender of the file to be transmitted and the received identification data of the receiver of the file; a request unit adapted to request the operator to input definition information for defining an access policy that defines one or more access authorities to the file of one or more users if the identification data of the sender and the identification data of the receiver do not match (S701-NO), and a processing unit adapted to form definition information for defining an access policy based on information input received from the operator, if the identification data of the sender and the identification data of the receiver do not match (S701-NO), and to form definition information for an access policy wherein only the sender has an access right to the file, if the identification data of the sender and the identification data of the receiver match (S701-YES).