Online faxing is easy to use but prone to security vulnerabilities like any digital technology. Thankfully, online faxing solutions today combine the convenience of digital communication with robust security measures. This way, you can confidently fax, knowing your faxes are safe from malicious threats.
Let’s explore the security benefits of online faxing for businesses of all sizes, helping them protect their confidential data.
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Importance of Security In Modern Business
As businesses shift to digital technologies, cyber threats increase. Modern technology is more cost-effective and convenient than legacy solutions in the long run. However, they are also prone to security concerns such as malware, spyware, phishing, ransomware, and distributed denial of service (DDoS) attacks, to name a few.
Ramping up security protocols is important for any business that hopes to adapt to the digital age. Using secure internet fax is one way to combat these threats that abound in cyberspace. The best software providers today should be able to provide online faxing security benefits to their customers.
3 Security Benefits of Online Faxing
Internet fax offers multiple security advantages, including:
The Internet Society defines encryption as “the process of scrambling or enciphering data so it can be read only by someone with the means to return it to its original state.” If an internet fax service utilizes encryption, only authorized recipients can decode and read the faxes sent.
Here are some of the standard encryption methods used by secure online faxing providers:
- SSL/TLS encryption: Secure Sockets Layer (SSL) and Transport Layer Security (TLS) are popular encryption protocols. They establish a secure and encrypted connection between the devices of senders and recipients, ensuring that they are safe from interception and tampering.
- AES encryption: Advanced Encryption Standard (AES) is considered the industry standard for encryption today, replacing the older Data Encryption Standard (DES). Used by governments, businesses, and organizations in various industries, including healthcare, AES is suitable for a wide range of applications. It is a symmetric type of encryption, using the same key to encrypt and decrypt data. It owes its impenetrability to its ability to substitute and permutate bits of data in multiple rounds. AES can be 128, 192, or 256-bit, referring to the encryption key length. A longer key length generally provides stronger security.
- PGP encryption: Pretty Good Privacy (PGP) is another widely used encryption method that uses symmetric and asymmetric encryption. It is often used to encrypt email but can also be adapted to online fax.
- End-to-end encryption: (E2EE) prevents unauthorized third parties from intercepting data during transmission. Fax is encrypted in the sender’s device or system, and only the intended receiver can decrypt it.
- Zero-knowledge encryption: In this method, the software provider does not have access to encryption keys. Only the sender and recipient can decrypt and access the data.
2. Access Control
Access control ensures that only authorized users can send, receive, and access faxes. Online fax services can implement user authentication and other authorization mechanisms for proper access control.
Here’s a quick overview of what these mechanisms entail:
- User authentication: Users are required to provide credentials such as usernames and passwords to access their accounts.
- Multi-factor Authentication (MFA): MFA requires users to provide multiple verification methods before they can access their accounts. For example, they might be asked to provide a password and input a code sent to their mobile device.
- Role-based Access Control (RCBAC): An online fax service may allow administrators to designate authorized users based on their job roles. Different roles are granted different levels of access.
- Time-based access control: This method lets administrators set specific time frames for users to access a fax. This feature is handy for granting temporary access to data.
- Audit trails: Online fax providers can provide detailed logs of user activities. Businesses can use this record for risk management analysis. It can also help them review unusual activities in their system.
- Access revocation: This feature allows users to remove access to specific users or documents in case of security concerns. For example, employees shouldn’t be able to use or access their fax accounts when they resign.
3. Secure Storage
Adding to the many security benefits of online faxing is secure storage. After all, traditional fax methods often result in documents lying around unattended. There’s a higher tendency for files to get lost or misplaced.
Online faxing, on the other hand, offers secure cloud-based storage, eliminating the need for physical file cabinets. Such a benefit removes the worry of mishandling paper documents. Plus, there are more secure measures to keep sensitive faxes safe from unauthorized access, such as password protection and user identity verification.
Send and Receive Faxes Securely With iFax
Given the many security benefits of online faxing, choosing a fax service that goes above and beyond to protect faxes will be a competitive advantage. And that is what iFax can offer.
Besides adhering to the security standards, our GLBA and HIPAA-compliant service includes multiple security features to ensure the safety and confidentiality of your sensitive information.
In terms of security, iFax offers:
- Audit trails
- 256-bit AES encryption
- Single Sign-On (SSO) authentication
- Two-factor (2FA) authentication
- Real-time analytics and fax activity monitoring
Experience the full benefits of secure online faxing.