Faxing is an incredibly common way for businesses to communicate and send documents to one another. While some may think faxing is on its way out, it continues to be popular within many companies and industries all over the world.
However, one of the biggest concerns when it comes to faxing is security. If an unauthorized individual or company gets a fax they weren’t supposed to see, it could have far-reaching negative consequences.
Thankfully, there are some ways to ensure you are faxing as safely as possible. Without any further ado, let’s go over some of the best secrets and tips for ensuring the fax data you transfer is safe and secure.
Utilize Online Faxing
One of the best ways to stay safe while faxing is to fax your documents online. Online faxing is incredibly secure and can make sure no one else sees your fax but the intended recipient. It can also allow you to fax from Gmail and generally turn faxing into something much simpler. It takes less time, less work and is the preferred option for many companies going forward.
In addition to being simple and secure, online faxing gets rid of the need for a bulky fax machine. Not only do these take up a ton of space, but are also quite expensive, and will need to be maintained and repaired. So if you want the benefits of faxing, without many of the drawbacks and a bulky piece of equipment, consider online faxing.
Ensure All Numbers and Addresses are Accurate
Oftentimes, it is a mistake on your end that can lead to fax-related security problems. If you are not careful to send your fax to the right person, it can lead to private data becoming public knowledge, data breaches and other problems. To ensure this never happens, always check the number or email address two or three times to ensure it is accurate. Sure it takes a bit more time, but you can never be too careful.
Also, reach out to the intended recipient via a call, text, email or message and have them let you know once the fax has arrived, so you can have peace of mind that it reached the right person and didn’t fail. On the other side of things, be sure you give out the correct fax number to others, to protect their data as well.
Consider Adding a Cover Sheet
Another way to ensure the fax data you send is safe is to use a cover sheet (also called a fax cover letter). This sheet is sent at the beginning of a fax, and will contain a brief outline of what is included in the fax, as well as contact information.
But in addition to showing the contents of the fax, this cover letter can also be an important safety and security tool. It can outline who is supposed to receive the fax, and the legal repercussions of anyone unauthorized reading or distributing information. It should include your privacy statement, as well.
While people could easily just flip past this, having this letter can often deter unauthorized people from going forward if the fax accidentally finds its way into the wrong hands. Be sure to include instructions for what someone should do if they accidentally received the fax, too.
In conclusion, we hope these secrets and tips have been able to help you transfer your fax data in a safe and effective manner.