Faxing, whether traditional or cloud-based, remains a secure and reliable method for transmitting sensitive information, especially in highly regulated industries like healthcare and finance. Modern cloud fax services enhance security with encryption, secure data centers, and audit trails, ensuring compliance with strict regulations. For maximum security, businesses should follow best practices, including strong passwords, multi-factor authentication, and regular account management.
Is faxing safe for sensitive information?
Yes, faxing is a secure and legal way to send sensitive documents like checks, leases, and more. As a direct, point-to-point communication method, it transmits data without exposing it to third parties.
Faxed documents are legally recognized under the Health Insurance Portability and Accountability Act (HIPAA) of 1996, which governs the privacy of Protected Health Information (PHI). Organizations handling confidential health information must follow strict protocols, such as obtaining consent, limiting access, verifying fax numbers, and confirming receipt to protect privacy and avoid errors or fines.
Modern online fax services enhance security with advanced encryption, using technologies like Transport Layer Security (TLS) to protect transmissions and AES 256-bit encryption to safeguard data during transfers, ensuring privacy and resistance to cyberattacks.
How secure is faxing via a fax machine?
Data interception during faxing, whether analog or digital, is possible but rare. Traditional fax machines not connected to online networks are less vulnerable to hacking. While landlines can be wiretapped, hackers typically target digital systems instead.
The biggest risks with traditional faxing occur at the sending and receiving points. Many machines store unencrypted copies of documents on internal hard drives or company servers, increasing interception risks. Mistakes like misdialing or leaving faxes unattended, as well as improper disposal of printouts, can also lead to breaches.
Telephone companies are required by the FCC to protect customer billing and service records, but they aren’t usually held accountable for fax security breaches. Similarly, internet providers safeguard records using protocols like WPA encryption, though phishing scams or stolen passwords can still compromise data stored on shared servers.
To improve fax security:
- Limit machine access to authorized staff.
- Confirm recipients are ready before sending.
- Encrypt and clear hard drives regularly, especially on shared servers.
- Use HIPAA-compliant cover sheets for sensitive data.
- Place fax machines in private, secure areas.
Enabling Multi-Factor Authentication (MFA) for accounts accessing sensitive data adds extra protection against phishing attacks. By following these steps, you can secure your faxing processes and safeguard sensitive information.
Are public fax machines secure?
Using public fax machines, like those in FedEx shops or hotel business centers, might be convenient but comes with risks. These machines often store transmissions on their hard drives, leaving sensitive information vulnerable to hacking. A secure online fax service, like eFax, is a safer option, with some platforms offering free plans for occasional use.
If you must use a public fax machine, take steps to protect your privacy. Include a fax cover sheet with a legal disclaimer stating the information is confidential, and call the recipient beforehand to ensure they are ready to receive it. While faxing is straightforward, being cautious helps protect sensitive data.
How secure is online faxing?
Online faxing, which uses the internet instead of a landline, is increasingly popular as businesses go digital. It offers enhanced security through encryption, protecting data during transmission, as well as at its origin and destination.
Unlike physical faxes left on machines where they can be accessed by anyone, online faxing encrypts data “in transit” and “at rest.” Even if hackers breach your network, encrypted fax data is unreadable and useless to them.
Many VoIP providers include online fax services with end-to-end encryption as part of their cloud plans. However, always confirm your provider’s data management practices to ensure they meet your security standards.
You can strengthen security further by:
- Using strong passwords with a mix of letters, symbols, and numbers.
- Regularly updating software to keep firewalls and malware protections current.
- Upgrading firmware on devices like computers and smartphones.
- Using a secure network, such as a VoIP-hosted PBX system.
- Training your team on network security best practices, especially for remote work.
