While communications have evolved at a rapid pace in recent years, some methods remain in place today. Believe it or not, there are still numerous businesses and even government agencies that still use fax machines for transmission. However, even this mode of communication has evolved.
The primary reason faxing remains in place today is that it’s difficult to hack, works well for international communication (Chinese characters don’t translate well on North American computers), and creates a paper trail. Still, there are concerns about security.
Here are three secrets for transferring your fax data safely.
Online faxing is the evolution of traditional faxing. It takes the foundational elements of this communication method and enhances it to be more timely and relevant. This is a fantastic option for international communications, mobile work, and data storage and tracking.
For extra safety, solutions like eFax offer an enhanced security feature that encrypts messages and limits access. Rather than sitting in your inbox, these faxes are stored in a secure site. Access is only granted to the recipient.
Online faxing also adds security by creating a virtual paper trail. Need to argue that you sent payment information or a contract before a deadline? Online faxing makes it easy. The virtual paper trail also tells you who has access to the faxes, unlike with a traditional machine. If your business is facing an audit, this feature can protect your financial wellbeing if you’re otherwise unable to provide audit backup.
Confirm Receipt
When it comes to transferring data safely via fax, a little communication goes a long way. Before you send sensitive data, call the recipient, and ensure that they’re ready to receive. This consideration is especially important when sending something to a shared printer or fax machine, as someone might mistakenly grab the papers.
Once you’ve sent the documents, request that the recipient confirms that they have the papers in hand. Yes, a fax machine will give you a confirmation page upon request. However, it will not confirm that you sent the fax to the right number or that it didn’t get mixed up in someone’s paperwork.
Use Cover Pages
Never underestimate the value of a cover page. This paper is prime real estate for showcasing that the information contained within is private. In fact, according to HIPAA regulations, cover pages are mandatory for compliance when sending a traditional fax.
The cover page should indicate the origin of the fax, the name of the recipient, and some brief information about the document. Add the words “PRIVATE AND CONFIDENTIAL” in all caps to make it clear that this document should be delivered to the recipient immediately.
If your business is under industry-specific privacy regulations, ensure that your cover sheet is in compliance before using it.
Final Thoughts
Faxing has been around in some form for over two hundred years, and isn’t going anywhere any time soon. Use these simple tips to ensure your sensitive data is transmitted safely and securely.
