People have been sending and receiving confidential documents via fax for decades. Many industries today continue to use this technology rather than newer forms of communication. They do so for various reasons.
Email services often lack the security needed for protecting sensitive data. Fax technology continues to offer the highest level of security, which is essential in industries such as healthcare and financial services. Fortunately, new faxing solutions exist that make sending and receiving documents easy, safe, and secure. When using these services, individuals must be aware of the faxing risks they cannot afford to ignore.
Security
When choosing a faxing service, companies must evaluate all options to find the most secure provider. This provider should comply with HIPAA and other data protection policies. Advanced encryption is crucial to ensure that data remains safeguarded, even in the event of a data breach. Online fax systems offer a higher level of security than conventional fax machines, as documents are transmitted directly to the recipient. They won’t sit in a tray waiting to be picked up. If documents remain in the tray, they may be seen by unauthorized parties.
Fax Number Confirmation
People should always confirm the fax number before transmitting sensitive data. Contact the recipient to verify their details and ensure they are ready to receive the information. Doing so reduces the risk of unauthorized parties accessing it.
Effective Documentation
Fax solutions may not retain fax contents or transmission logs. Data recovery intervention becomes challenging when information is sent to the wrong recipient and the provider doesn’t store this information. Select a fax provider that offers physical, technical, and administrative measures to protect your data. Users must also have a business associate agreement with their providers to ensure compliance with HIPAA standards.
Send Minimal Information
Senders and recipients should minimize the information they exchange electronically to lower the risk of unauthorized access. Oversharing information gives criminals more data to exploit if they manage to intercept a transmission. Only share what is essential to minimize this risk.
Cover Sheet
Always include a cover sheet that lists the sender’s and recipient’s names. Mark the transmission as confidential and request that the information be destroyed if it falls into the wrong hands. Furthermore, ask that they notify the sender immediately in this situation.
Avoid Public Fax Machines and Free Services
Public fax machines and free fax service solutions are at higher risk of being hacked. If the service doesn’t support the T.38 protocol, it should not be used. Furthermore, the provider may not be liable if a data breach occurs or the wrong recipient receives the information. Use a paid service with established security features, as the provider will take responsibility if a breach occurs.
Monitor for Suspicious Activity
Senders and recipients should watch for suspicious activity and take immediate action. Physical security is crucial in preventing breaches, and users should promptly notify their service providers if they notice any changes to the system or if it appears that someone has manipulated the device or service.
Password Security
Users should change their passwords regularly to reduce the risk of unauthorized access. These passwords should contain a combination of letters, numbers, and special characters to reduce the likelihood of someone guessing them. Use a computer-generated random password whenever possible.
Fax technology remains relevant today. While the way faxing is carried out has changed over the years, the technology is solid. It is an excellent way to share confidential information, but users must implement security measures to reduce the risk of problems. Begin using these tips immediately for added safety and security.
