Is Faxing Secure? Yes, With the Right Network Protection

Faxing is a very secure form of communication if done correctly. Lawyers and doctors continue to use faxes—and it’s not because they don’t take document security seriously.

Most companies that still use fax do so because it meets the strict compliance requirements of industries like healthcare and finance, where secure file transfer is critical.

Modern cloud-based fax services enhance security by using encryption, secure data centers, and audit trails to protect sensitive information and ensure compliance.

So, yes, faxing is secure, that’s the short answer.

Like any other communication channel, faxing is only as secure as the network it runs on. If you use business phone service Including fax, then you don’t have to worry about infrastructure security – but you still have to enforce strong passwords, enable MFA, delete old user accounts, and more.

Let’s discuss everything in detail.

Is faxing safe for sensitive information?

Yes. It’s completely legal and safe Fax Checklease or any other document. As a direct means of point-to-point transmission, fax machines can successfully send sensitive data without exposing it to third parties during transmission.

In fact, faxed documents are considered legally binding and are included in the approved communication methods set forth in the Health Insurance Portability and Accountability Act of 1996 (HIPAA), which governs the privacy and protection of protected health information (PHI). Safety.

Whether offline or over the Internet, any organization that faxes confidential information about your health is required by law to have strict procedures and procedures in place to maintain your privacy. In short, providers must take all necessary steps to control who has access to your data and how it is communicated, including asking for your permission.

Therefore, only authorized individuals can access and fax your records. Managers are also advised to take extra care in ensuring your fax number is accurate and to reconfirm receipt immediately after sending. Such measures not only protect your confidential data but also protect the business itself from hefty fines.

Most online business fax solutions include modern security measures to protect your sensitive information. These hosted services typically use Transport Layer Security (TLS) to encrypt your fax transmissions and store the data, establishing a unique “handshake” between the two user ports to ensure a secure connection.

During transmission, AES (Advanced Encryption Standard) 256-bit encryption ensures that all data remains secure and immune to cyberattacks. This security protocol uses symmetric algorithms and 256-bit keys to convert your data into code that is unbreakable by humans and computers. Learn more about How encryption works Keep your data safe.

How secure is sending a fax via a fax machine?

Whenever you send a fax, whether analog or digital, there is a chance that data may be intercepted or exfiltrated, creating a dangerous security breach. Because traditional fax machines are not connected to the office’s online network, they are not as “hackable” as online documents.

While landlines can be hacked through eavesdropping, most cyber attackers are looking for weaknesses in the digital framework.

The real weakness of analog fax is its transmission and reception points. For example, many fax machines store an unencrypted electronic copy of each transmission on their hard drive. 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 dialing the recipient’s fax number by mistake or leaving incoming faxes in the machine tray. The method you use to store or shred any fax printouts also deserves careful consideration, as any mistakes could result in unauthorized persons gaining access to sensitive information.

As for the role of phone companies, the Federal Communications Commission (FCC) requires them to protect records about your billing information and service usage. However, they generally are not responsible for any violations of your fax lines or protocols.

Likewise, the FCC requires network providers to protect individual customer records and clearly communicate relevant network management agreements. Such features typically include the latest iteration Wi-Fi Protected Access (WPA) encryption Keep your data safe from prying eyes.

Still, it’s possible for an attacker to compromise your information by obtaining your password or running a phishing scam to access any faxes stored on your company’s servers. Again, your provider will generally not be held at fault for these violations.

Making sure your fax system is truly secure means taking extra precautions to ensure your information ends up in the right hands. Best practices to support secure transmission include:

• Set access codes for anyone who may use the machine.
• Call ahead to confirm that your recipient is preparing to pick up the document.
• Secure your computer’s hard drive to ensure that all information stored on shared servers is encrypted and cleared regularly.
• Follow any additional protocols when sending sensitive information, such as including a HIPAA-compliant cover page.
• Only use dedicated machines located in secure areas of the office space, not public equipment.

The last thing I want to say — and this is true for any technology, not just faxing — is that it’s critical to enable multi-factor authentication on any account that has access to sensitive information. MFA is a simple and effective method Prevent phishing attacks.

Is it safe to send faxes using public fax machines?

While you may be tempted to send a fax at the nearest FedEx store or hotel business center, remember that any transmission from a public device may be stored on the machine’s hard drive – and this information is vulnerable to hackers. In such an emergency, use Secure online fax service Considered the best way to protect transmitted data.

Some services, such as eFax, are free for users who only need to send documents occasionally.

If you don’t have access to the Internet and an analog fax machine is your only option, there are some things you can do to do your best to protect your privacy. Using a fax machine is easyeven if you’ve never done this before. Be sure to include a fax cover page and include a legal disclaimer showing the transmission of confidential information. Call the recipient ahead of time to confirm they can intercept the fax immediately.

See also: Take a look at these Free Fax Cover Template If you need help getting started.

Be sure to keep a copy of the complete transmission for your records, including receipt acknowledgment. As an extra layer of protection, ask any available office staff about their hard drive cleaning protocols.

How secure is sending faxes through online services?

Online fax services do not use landlines, but send data over the Internet. This approach is becoming increasingly popular as companies look to adopt digital solutions. With it, data can be encrypted and protected during transmission as well as where it starts and ends.

Online faxing does not leave a physical piece of paper on the machine for anyone to find. Instead, the data is encrypted while “at rest” before and after sending. Therefore, if a hacker gains access to your network through phishing, password detection, or a software vulnerability, your stored fax information will remain unreadable and unusable—even after being intercepted by a third party.

many Voice over Internet Protocol (VoIP) Provider Offers a cloud-based online fax service as a convenient add-on to its monthly subscription option. These add-ons often include advanced end-to-end encryption to protect your transfers and stored files, but it’s always a good idea to ask about a specific provider’s data management methods.

You can also proactively maintain strong network security by following modern security protocols, such as:

• Set a strong password Includes uppercase and lowercase letters as well as symbols and numbers.
• Regularly upgrade software Make sure you have the latest versions of firewall and malware protection.
• Upgrade firmware regularlyincluding specialized work equipment such as computers and smartphones.
• Use a private internet networksuch as a VoIP hosted private branch exchange system.
• Train all team members Best practices for staying safe online, especially when working from home or away from home.

Is faxing safer than email?

Faxes sent on public equipment can be just as vulnerable to data theft as email accounts on unsecured networks, so it depends on how well you understand and follow your system’s security protocols. In fact, even sending a fax from your private office could expose you to a security breach if unauthorized personnel have access to your machine or your hard drive is connected to the main server.

At the same time, if the recipient’s network is not protected from email security threats, any sensitive information you send via email (including sensitive information from your own private secure network) may be vulnerable to hackers. Large file attachments and hyperlinks, in particular, are the favorite tools of hackers today because they open the door to dangerous malware that can damage your entire device or system.

Therefore, many healthcare providers use secure online portals that are only accessible through default passwords to transmit patient information. Many modern companies are also embracing Secure cloud storage solution For example, Dropbox (which also uses AES 256-bit encryption) shares files with team members or clients.

While analog fax does come with some potential risks, it remains a trustworthy method of communication due to its reliance on a fairly secure landline network. With the proper precautions, you can reliably fax sensitive messages and still be considered compliant with modern privacy regulations. Please remember that no matter which communication method you choose, the security of your data is dependent on your security agreement.