Faxes are still vital for a number of different businesses, such as those in the healthcare or legal industries. However, though many have transitioned to digital faxes for faster service and other benefits, they may not be using the right one. Many digital fax services are not designed with security in mind, so these businesses could be at risk every time they send a fax. Some of the issues they may face include the following.
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Unencrypted Storage
One of the major issues that businesses may face is unencrypted storage. Faxes are typically stored on a server, and if it’s not encrypted, it’s possible for a hacker to gain access to all of the information contained on the server, including all of the faxes that have been sent and received. When looking into the security of your fax provider, it’s important to make sure the storage is encrypted to provide protection against a data breach and keep the data secure even if it is stolen.
Weak Authentication Options
Authentication options make a huge difference in how easy it is for someone to hack into the system. With weak authentication options, it’s possible for someone to more easily guess a password and gain access to the system – and all of the faxes. Instead, it’s much better to look for a provider who uses multi-factor authentication so that even if the password is guessed, it’s far more difficult for anyone to gain access to the system. This increases security and reduces vulnerability to hacking.
Shared Infrastructure
Many fax providers will share infrastructure with other businesses, which means those other businesses may have access to the information sent and received through the fax provider. This is never a good idea, as it increases the number of people who may have access to the data and can increase the potential for something to go wrong. It’s better to work with a fax provider who has their own infrastructure, as they can ensure it is more secure.
Transmission Vulnerabilities
It’s important to check into how the faxes are transmitted to ensure they continue to be secure. Many companies do not encrypt the information while it’s being sent, which means it could be intercepted by someone who wants the data. Instead, make sure the provider offers end-to-end encryption and that all faxes are encrypted during transmission to reduce potential risks.
Compliance Risks
If fax providers are not highly secure, chances are they aren’t in compliance, either. Those who have to follow compliance laws and regulations like HIPAA will want to make sure the fax provider is in compliance and able to be used. It is crucial to find the right provider, as an unsecured fax provider leaves the business open to fines and other penalties, especially if any data is stolen.
If you aren’t sure if your fax provider is secure, chances are it’s not. Take the time to look through the security of the provider to make sure it is going to reduce the risks your business faces when sending and receiving faxes, not add to them. If you don’t have a secure faxing option, look at digital fax providers who focus on security and compliance to find one that’s going to be a good fit for your business today.
