Countless businesses today rely on fax technology to send and receive documents. Thankfully, users have more options. The point of standing next to a fax machine, in order to finish this job, is gone. The faxes can be sent through computers, laptops, tablets and other devices. Fortunately, newer options offer the same or an improved level of security as physical fax machines, so a person can feel confident using the technology.
Security Concerns
A person might worry about sending faxes via the Internet. Conventional fax technology relies on telephone lines, and unauthorized users cannot access information sent over a telephone line. However, they must worry about transmitted hard copies falling into the wrong hands. This is where the security of e-faxing is particularly beneficial.
Email isn’t secure either, although many people believe it is. Most people use the same email for several online services and social media sites. If one site is hacked and the cybercriminal accesses this email address, they may be able to see faxes that have been sent and received. Email providers don’t encrypt this information, meaning the wrong people could see sensitive data. Email accounts are hacked every day with the help of phishing schemes and more. Using an online fax service offers more security.
Malware attacks via email are common today. For this reason, most people know not to send sensitive information via email. In addition, a person might receive an email and delete it without opening it, which could result in miscommunications and missed opportunities. Large files may not transmit properly, and hard copies must be stored, which puts them at risk of being accessed by unauthorized individuals. Email transmissions also don’t come with delivery confirmation, so there is no way to know whether the recipient received the document.
Online Fax Security
Security of transmitted documents is ensured by encryption used by online fax providers. This information goes directly to the recipient’s email inbox so it cannot land in the wrong hands. Medical and legal organizations benefit greatly from this technology because the information is secured, and transmitted documents are legally valid and binding. Each document comes with a time stamp if questions arise in the future regarding when a document was signed. In addition, online fax service providers incorporate features such as two-factor authentication to boost security. When choosing a fax service provider, request information on security measures used for this purpose. A reputable provider will readily share this information.
Additional Benefits of Online Fax Services
In addition to offering improved security, online fax services provide numerous other benefits. Business owners can choose toll-free and local fax numbers to boost their presence and reach new customers. Many online fax service providers offer electronic signatures, and all documents remain on the cloud when they can be accessed when needed. Businesses that make the switch to online faxing find they save money. Having a physical fax machine or buying toner, paper and other supplies is not needed.
Online faxing is a secure and handy manner of transmitting electronic documents as one might be concerned about hacked transmissions but encrypted code word and other security measures greatly minimize that risk. Nobody wants to learn sensitive customer information has fallen into the wrong hands, where it could be misused or compromised. When using online fax technology, this risk drops dramatically.
