Security is a vital concern for individuals and businesses. The financial, law enforcement, health-care, and legal industries have particularly stringent needs and federal and state regulations exist that must be complied with. These include SOX, HIPAA and GLB.
Manual faxing has numerous problems in this area:
* faxes sent to a fax machine can sit on the machine for everyone to see.
* There may be skipped pages, lost faxes or faxes stuck in the fax queue.
* Someone could copy the fax or walk off with it without anyone knowing about it.
Internet fax security mechanisms solve all these problems. When you fax via your computer you provide security in the following ways:
1. Encrypted Transmission – You can scramble the sent fax using encryption so that only the recipient can decode it.
2. Targeted Recipients – You designate who gets the fax so that only the people that are supposed to receive it get it and no one else sees it.
3. Graphic Format – You can send the information in graphic format which can’t be easily changed by an office program used by the recipient. OCR (optical character recognition) can convert documents to office documents but the conversion can be full of errors and scribblings on the document won’t be copied.
4. Tracking, Reporting and Audit – Online fax provides tracking of fax status. There are also reports for all fax activity. Auditing tools are provided to insure that nothing gets sent that shouldn’t be and everything that should be sent was received by the intended recipient.
5. Multiple Secure Transmission options – Faxes can be sent via a private network or VPN (virtual private network) where no outsider has access. Faxes themselves can be encrypted.
Even though most faxes are sent using a form of email, for especially sensitive information, some companies provide an especially safe method. Here’s how they do it: when a fax is received, an email alert is sent to the recipient’s email inbox. This email contains a URL. When the user clicks on the URL, a Secure Socket connection (SSL) is opened and the recipient is required to enter their Account Number and password. Once this is done, the fax is presented to be viewed.
Security is a concern to all of us in these hacker infested, corporate espionage and identity theft prone times. The only way to reliably insure the confidentiality and compliance of your faxing is to use Internet fax security.