While faxing may appear outdated, it is still regarded as a secure method for transmitting business documents over long distances.
However, companies moving toward a paperless workflow, like those still using old devices, prioritize security. But the question remains, is faxing secure?
Let’s explore the advantages of using a secure fax service compared to email, so you can make an informed decision about the best way to protect your sensitive files.
Email vs. Fax: Why Faxing Is Still a Reliable Choice
Many industries continue to rely on faxing to share sensitive information.
While email may be more convenient, here are several reasons why faxing remains a secure and trustworthy option:
1. Stronger Encryption
Is faxing secure during transmission? Absolutely!
Fax services utilize the Public Switched Telephone Network (PSTN), ensuring secure, end-to-end transmissions. This protocol makes hacking nearly impossible.
In contrast, email encryption can be challenging. Both sender and recipient must use compatible encryption software to ensure secure communication. Even when using encrypted email services like Gmail, you can’t control the recipient’s email security.
2. Compliance with Regulations
Industries such as healthcare and finance face strict regulations regarding data sharing.
Regulatory bodies like GDPR, HIPAA, and FERPA require organizations to meet stringent compliance standards when handling sensitive information. Faxes are considered secure for meeting these requirements, as only authorized recipients can receive digital faxes.
Additionally, fax software can provide a digital trail of all correspondence, helping organizations demonstrate compliance with data security regulations.
3. Large File Sharing
Email services often limit attachment sizes, requiring you to compress large files to send them.
Digital fax solutions, however, allow the transfer of large files without worrying about storage limits or compression. Many fax service providers also offer unlimited fax storage for easy sharing of sizable documents.
4. Security for Legal Documents
Emails are vulnerable to fraud, manipulation, and hacking, making them less reliable for legal purposes. Documents sent via email may not be admissible in court.
In contrast, documents sent through digital fax are generally accepted as legal evidence. Additionally, business contracts signed and transmitted via fax can be legally binding.
5. Email-to-Fax Functionality
Digital fax providers offer the convenience of sending faxes through email.
Beyond mobile fax apps or web-based portals, you can safely fax online using your email address. The email-to-fax service also provides status updates via email, allowing you to track documents and confirm successful delivery.
6. Delivery Confirmation
Email typically doesn’t provide delivery confirmation unless you use third-party plugins, leaving uncertainty about whether your message was received or lost in a spam folder.
Online fax services, however, make it easy to track transmission success. For example, many fax providers send email notifications about the delivery status of your documents and offer access to audit logs or transmission reports to verify your sent history.
4 Types of Documents You Can Send Securely Using Digital Faxing Solutions
Your fax server software must ensure the secure transmission of confidential files through encrypted channels. Here are some types of documents that can be safely sent via digital fax:
Credit Card Information
Sharing credit card details can feel risky, but if necessary, how secure is faxing this sensitive information?
As a rule, always consider the recipient’s reliability. When sending billing information to a company, ensure they have a secure system in place to dispose of your data properly once it’s no longer needed.
Tax Documents
Tax filings are essential, but it’s crucial to avoid fraudulent handling of your sensitive data.
Always confirm that you have the correct government fax number when sending documents to the IRS. If your accountant is faxing on your behalf, make sure they use a secure fax service. Adding a confidential cover sheet can also help ensure privacy when unsure who will handle the fax.
Medical Information
The healthcare industry frequently uses fax machines to transmit medical records, and these transfers are highly regulated to protect patient confidentiality.
When faxing medical information, ensure the online service you choose complies with HIPAA regulations to guarantee the security of your data.
Social Security Numbers
Protecting your Social Security number (SSN) is vital to prevent identity theft.
Before sending your SSN, use a reverse number search to confirm the legitimacy of the recipient. While digital faxing is secure, it’s always wise to exercise extra caution when sharing such personal information.
Conclusion
Compared to email, faxing offers a more secure way to share sensitive data. While email has its conveniences, it carries significant security risks for confidential business and personal information.
This is why many companies that handle sensitive data prefer to fax important documents rather than send them through email.
