In the modern world, transmitting information online is quite common. However, many people worry about the safety and security of information sent through e-faxing. When you have these concerns at work, take some time to consider what type of information you’re sending and how protected those details are from getting into the wrong hands.
Review the Material
You have to think about the type of information you’re sending and whether or not you’d send that information via a traditional fax. When it comes to concerns about the safety of e-faxing, take into account how serious the consequences could be if the wrong person picked up the information. For example, asking a client to fax basic contact information or a new hire to send a resume or transcript is likely fairly safe. On the other hand, if you need credit card information from a customer, asking the individual to make a phone call to provide the necessary information could be a safer option.
Keep Clients Informed
Let clients know what type of information is going to be sent through an e-faxing system. Ask clients to sign authorization forms before sending any sensitive information through an e-fax. By doing so, you are making clients aware of the way in which information will be transmitted. Further, by signing the forms, the clients are then agreeing to the terms of the company. They cannot claim to be surprised about the transmittal methods when you have made this information readily available.
Know the Recipient
Knowing who is picking up the fax on the other end is vital. When sending an e-fax, you can alert the recipient at the moment that you’re sending the document and request confirmation that the information was received. If possible, avoid sending e-faxes at times when you cannot immediately confirm the receipt. Carefully type in email addresses when sending the e-fax. Mixing up an address by even one number or letter could expose sensitive details to parties who are not supposed to see that information.
Choose Password Protection
Another possibility is to send a document that requires the use of a password to access. For example, send the e-fax as an attachment. In order to open the attachment, the recipient will need to enter a password. The password might be information personal to the user. If you are sending a medical bill or file, the password could be the last four digits of the recipient’s social security number. You could also require a two-factor authentication process in order for individuals to be able to access the information in the e-fax.
Use Security and Repair Strategies
Your business should also be using security tools that monitor for data breaches. If such breaches occur, you must inform the affected parties of the situation. Your company could also find itself in a position in which individuals are requesting compensation for losses due to the breach. Therefore, the business should have mechanisms in place in order to tackle and resolve these delicate situations.
Transmitting sensitive information through an e-fax can certainly raise some security and safety concerns. Do keep in mind that this practice has become a fairly common one in recent years. Therefore, there are professional tools and strategies available to assist with the safe transmission of data.
