Aren’t we all concerned about the security and theft of our belongings; whether physical or digital. With the recent hack happening of personal information, individual along with businesses have to sharpen their edge across every possible threat.
When we are usually sending office or business documents, it’s a given requirement and notion that you want it to be transmitted in the safest and secure way possible. None of us would want to have fluttering eyes hovering around your messages and neither would want the sensitive data & confidential information to fall into the wrong hands. Hence, lies the most crucial question of choosing the best communication method, i.e, Email or Electronic Faxing?
Both have their pros and cons. Email has been in the use now for a while and usually are reliable and hence, remains one of the widely used communication medium in the business world. On the other hand, electronic faxing offers lots of benefits in addition to the conventional faxing. Electronic faxing or commonly referred to as ‘Online Faxing’ can save your lot of time, resources and ofcourse money. There are security benefits and risks involved in both the document transmitting methods, so let’s discuss them one by one.
Email: Benefits & Risks
Email, which is a leading and prime way of communication by offices and businesses around the globe because of its simplicity and many security benefits it has to offer. As email is surrounded by many benefits, there are also ways that its security can be compromised, some of which could be unnoticeable.
- Most email programs are usually encrypted with login system with a user id and password.
- Ranges of Anti-virus and firewalls are most of the time effective at protecting the computer from harmful cyber attack.
- Email allows to send the document to only one person or more precisely, only to the intended recipient to avoid security issues whereas, faxes are lying around in a much open space area of an office, where they are more prone to the identity or data theft of personal information.
- Emails are more exposed to malicious software or spyware that could be attached in the message to infect recipient’s computer.
- Email accounts can be hacked and accessed by people other than their owner.
- Emails can be used to carry scams such as phishing – wherein an attempt is made to collect users information like usernames, passwords, credit card numbers and bank account details.
- Emails can be used for casual or professional communication; however, legally binding documents are still preferred to be sent by fax.
Electronic Faxing: Benefits & Risks
Faxes are the backbone of business communication. Well, there have been recent updates in the faxing technology wherein the conventional/traditional method of sending and receiving faxes is to change to online faxing. Online faxing fulfils the same purpose, just that, it does save your business from the unnecessary expenditure of paper, ink, toner, fixed phone line, etc. Businesses may have shifted towards becoming paperless office by adopting the go-green culture but by no means, the usage or existence of fax has decreased.
- If fax documents are containing a physical or digital signature, then these documents are considered to be legally binding.
- Online faxes are received straight to your email inbox rather than the document lying on the fax machine which makes it more secure. Also, you can choose which confidential documents you would rather send it to email than to send it to a fax machine.
- Online faxes are highly secured because they are encrypted with a robust and reliable system to protect your data.
- Electronic faxing is neither vulnerable to spam and malicious malware attack which is common with other online communication methods and nor it requires lots of time and waiting in line to send or receive faxes.
- All fax machines within the same network follow the same protocol. This paves the way for anyone to intercept and gain unauthorised access to the network.
- If the electronic fax transmitted to a physical fax machine as the recipient, the paper-based fax document is prone to the risk of falling under the hands of an unintended person, especially if the fax machine is in the common area or by the lobby or kept secluded in the last block by the cafeteria.
Since technology has evolved in every aspect and one of the most important transformative event that the world witnessed was the time when not long ago the old methods of sending faxes were replaced by “Internet or Online Fax”. Whether you refer to it as ‘electronic faxes (e-faxes), internet fax, online fax or digital fax’, the only trustworthy name that rings a bell is “iFax”. iFax has become the industry leader in providing online fax services either to send faxes or receive faxes online through its amazing features, speed and efficiency.