Most companies using fax do so because it meets strict compliance requirements in industries such as healthcare and finance, where secure document transmission is essential.
Modern cloud-based fax services enhance security by using encryption, secure data centers, and audit trails to ensure the safety of sensitive information and ensure compliance.
So yes, fax is safe, that’s the short answer.
Like any other communication channel, fax is only as secure as what is running on the network. If you use a Business phone service Including fax, then you don’t have to worry about securing the infrastructure — but you still have to enforce strong passwords, enable MFA, delete old user accounts, and so on.
Let’s see everything in detail.
Is it safe to fax sensitive information?
Yes it is absolutely legal and safe. Fax the check.A lease, or other document. As a direct means of point-to-point transmission, fax machines can successfully send sensitive data without exposing third parties in transit.
In fact, faxed documents are considered legally binding and are included among the approved communication methods regulated in the Health Insurance Portability and Accountability Act (HIPAA) of 1996 – which protects the privacy of protected health information (PHI). and controls safety.
Whether offline or on the Internet, any organization that faxes confidential health information about you is legally required to implement strict procedures and processes to maintain your privacy. In short, providers must take all necessary steps to control who has access to your data and how it is shared, including asking for your permission.
As a result, only authorized persons will be able to access and fax your records. Administrative personnel are also advised to re-verify the receipt immediately after sending, when ensuring that your fax number is correct. Such measures protect not only your confidential data but also the business from heavy fines.
Most online business fax solutions include advanced security measures to protect your sensitive data. These hosted services often encrypt your fax transmissions and protect your data using Transport Layer Security (TLS), establishing a unique “handshake” between the two user ports to guarantee a secure connection. is
During transmission, AES (Advanced Encryption Standard) 256-bit encryption ensures that all data is kept secure and inaccessible to cyber attacks. This security protocol uses a symmetric algorithm and a 256-bit key to convert your data into a code that is incomprehensible to humans and computers alike. Learn more about How encryption works To protect your data.
How safe is it to fax through a fax machine?
Whenever you send a fax, whether analog or digital, there are opportunities for data interception or infiltration that can present a dangerous security breach. Because traditional fax machines are not connected to an office’s online network, they are not “hackable” the way an online file can be.
While a landline can potentially be hacked through wiretapping, most cyber attackers are looking for weak spots in your digital framework.
The real weakness of analog faxing is in its origin and receipt. For example, many fax machines store unencrypted electronic copies of each transmission on their hard drives. In some cases, these copies will be backed up to the company’s shared fax server, creating the possibility of online interception.
Other problem areas include human error in misdialing the recipient’s fax number or leaving an incoming fax in the machine’s tray for any length of time. The way you store or shred any fax printouts also deserves careful consideration, as any mistake could lead to an unauthorized person obtaining sensitive data.
As for the role of telephone companies, they are required by the Federal Communications Commission (FCC) to keep records of your billing information and service usage. However, they are generally not held responsible for any violations in your fax line or protocol.
Similarly, the FCC requires that Internet providers protect personal customer records and clearly communicate relevant network management protocols. Such features often include the latest iteration. Wi-Fi Protected Access (WPA) encryption To protect your data from prying eyes.
Even so, an attacker can still hack your information by getting your password or running a phishing scam to gain access to any faxes stored on your company’s servers. Again, your provider is generally not to blame for these violations.
Truly securing your fax system means taking extra precautions to ensure your data is in the right hands. Best practices to support safe transmission include:
- Setting an access code for any personnel who can use the machine.
- Calling in advance to confirm that your recipient is standing by to retrieve the document.
- Securing the machine’s hard drive to ensure that all information stored on the shared server is encrypted and wiped at regular intervals.
- Follow any additional protocols when sending sensitive data, such as a HIPAA-compliant cover sheet.
- Using only specific machines in a secure area of your office space rather than a public device.
The last thing I would say – and this is true of any tech, not just faxing – is that multi-factor authentication must be enabled on any account that has access to sensitive information. MFA is a simple and effective method. Prevent phishing attacks..
Is it safe to fax from a public fax machine?
While it may be tempting to send a fax to your nearest FedEx store or hotel business center, remember that any transmission from a public device can be stored on the machine’s hard drive—and that information is vulnerable to hacking. is In such an emergency, using a Secure online fax service Considered the best way to protect the transferred data.
Some service platforms, such as e-Fax, are free for users who only need to send documents occasionally.
If you can’t access an Internet network and an analog fax machine is your only option, there are steps you can take to protect privacy to the best of your ability. The fax machine is easy to use.even if you’ve never done it before. Be sure to include the fax cover sheet with a legal disclaimer indicating the transfer of confidential information. Call the recipient in advance to confirm that they are available to intercept the fax immediately.
See: Check them out. Free Fax Cover Sheet Templates If you need help getting started.
Be sure to keep copies of the complete transmission, including receipt confirmation, for your records. As an added safeguard, ask any available office staff about their hard drive cleanup protocol.
How secure is it to fax through an online service?
Instead of using a landline, online fax services send data over your Internet network. This method is becoming more popular as companies look to adopt digital solutions. With its help, data can be encrypted and secured during transmission, as well as at its origin and end points.
Rather than leaving a physical piece of paper on a machine for someone to find, online faxes encrypt that data “at rest” before and after sending. That way, if a hacker ever gains access to your network through phishing, password discovery, or software vulnerabilities, your stored fax information remains unreadable and unusable. — Even after interception by a third party.
Many Voice over Internet Protocol (VoIP) providers Cloud-based online fax services are offered as an easy add-on to their monthly subscription options. Add-ons usually include advanced end-to-end encryption to protect your transmissions and stored files, but it’s always a good idea to ask about your specific provider’s approach to data management.
You can play an active role in maintaining strong network security by following advanced security protocols, such as:
- Setting a strong password which includes upper and lower case letters along with symbols and numbers.
- Upgrading the software regularly To ensure the latest version of firewall and malware protections.
- Upgrading firmware regularlyIncluding dedicated work devices such as computers and smart phones.
- Using a private internet networksuch as VoIP hosted private branch exchange systems.
- Training all team members On best practices for maintaining network security—especially when working from home or an offsite location.
Is fax more secure than email?
A fax sent to a public device can be just as vulnerable to data theft as an email account on an unsecured network—so it depends on how well you understand the system’s security protocols and follow the In fact, even faxing from your private office can leave you open to security breaches if your machine is accessible to unauthorized personnel or your hard drive is connected to your main server.
At the same time, any sensitive information you send via email — including from your own private, secure network — can potentially be hacked if the recipient’s network is exposed to email security vulnerabilities. is unsafe. Large file attachments and hyperlinks, in particular, are a favorite tool of today’s hackers, as they open the door to dangerous malware that can infect your entire device or system.
For this reason, many medical providers transmit patient information using a secure online portal that is only accessible with a pre-set password. Many innovative businesses are also adopting. Secure cloud storage solution such as Dropbox (which also uses AES 256-bit encryption) to share files with team members or clients.
Although analog faxing carries some potential risks, it is a reliable communication method due to its reliance on a fairly secure landline network. By taking the proper precautions, you can reliably fax sensitive information and still be considered compliant with modern privacy regulations. Just remember, no matter which communication method you choose, your data is only as safe as your security protocols.