The security issues that are prominent in email transmissions are always present and constantly evolving, which is why major organizations still use fax to transmit sensitive and confidential information.
But simply using any fax machine or multifunction printer is not enough. Your fax technology should be used in a secure environment with reliable fax server software. Installing the right software and faxing in a secure environment has many benefits:
Avoid Compliance Issues
Businesses and organizations have to abide by numerous regulations:
- Sarbanes Oxley
- Gramm Leach Bliley
Failing to keep sensitive information secure will result in large fines and other penalties. By implementing a secure fax environment, organizations can take extra measures to ensure that they are following all guidelines and laws.
Fax machines left in the open can be accessed by anyone, but using fax software in a secure environment allows owners to set authorized users who are able to send or receive faxes. They can also store those faxes on secure servers, eliminating the risk of paper faxes falling into unauthorized hands. This prevents breaches in security and compliance.
Faxing from a secure environment also increases security through encryption. While email servers are open to viruses and malware attacks, fax servers are far more protected from malicious attacks. You can send your faxing comfortably knowing that they will remain secure.
Quick Tips for Even More Secure Faxing
Faxing from a secure environment will help keep your transmissions secure, but there is always room for user error. To keep your documents secure, follow these best practices when faxing:
- Always confirm and double check the fax number you are sending to before sending faxes.
- Phone recipients ahead to alert them that sensitive information is coming their way.
- Always use a cover sheet with the intended recipient’s name on it.
- Look for confirmation of sent transmission and received faxes.
Reliable Support, When You Need it
At The Fax Guys, we provide crucial support for more than 800 fax environments across the country. We act as soon as your fax server goes down. Take a look at our available support options and contact our team to learn how we can help secure and maintain your fax server.