Even though email is widely used today, faxing is still a reliable way to send important documents. Since faxes are legally recognized, they remain a common choice for lawyers or businesses that want to send signed contracts without meeting in person. People working in healthcare also often send and receive faxes. Hospitals, clinics, and public service agencies often share personal information by fax, so it’s very important to follow data protection rules and industry standards, for this most turn to a secure document exchange.
Like any form of communication, faxing must be done securely—especially when handling private information. Poor faxing habits can risk someone’s privacy or hurt a business relationship. Even by mistake, breaking privacy laws can lead to fines or legal action. For instance, the Health Insurance Portability and Accountability Act (HIPAA) requires companies to keep patient information safe and guard against possible security threats. The Sarbanes-Oxley Act also requires that businesses protect financial records.
Here are some useful tips and best practices for secure faxing.
Understanding Fax Safety
There are two main ways to send a fax: using a traditional fax machine or sending one online. Both have strengths and weaknesses when it comes to safety and ease of use.
Traditional Faxing:
This method uses a fax machine and a phone line. It can be safer than online options because it doesn’t use the internet, making it harder for hackers to intercept documents. However, once the fax reaches the other side, the document may sit in the machine tray where anyone can pick it up. In busy offices, faxes can be left out in the open for hours. Some multi-use machines do not support security features like user logins, making them open to harmful faxes that could affect an entire network. The public switched telephone network (PSTN) adds a layer of safety by supporting more secure connections from start to finish.
Online Faxing:
With this method, you send documents directly from a computer. If your document is on paper, you’ll need to scan it first. This avoids the issue of a paper fax being seen by the wrong person at the receiving end. However, without strong security steps, online faxes may face risks such as hacking or data leaks. With the right tools and steps, online faxing can actually be the safest choice.
Common Fax Security Risks
Both businesses and individuals need to be aware of possible fax-related security issues. While faxing is generally safe, problems can happen. One major concern is the chance that an unauthorized person might intercept or view the fax. Fax machines connected to the internet can be a target for hackers. To lower the risk, it’s best to use secure online fax services that use encryption and strong safety measures to protect sensitive data.
Keeping Traditional Faxing Safe
Set Up Safety Steps for Receiving Faxes:
Most security problems with traditional faxing happen on the receiving end. To prevent someone else from picking up a fax, call the person before you send it. This way, they’ll be ready to grab the document as soon as it arrives. Try to send faxes to machines in private offices instead of common areas. You can also set up machines to require a passcode before the fax can be seen.
Use fax services that offer encryption and delivery alerts to add another level of protection, especially for sensitive information such as patient or financial data.
Protect the Machine’s Hard Drive:
Modern fax machines often store copies of sent documents. If you rent or plan to sell your machine later, someone else might access the stored data. Choose a machine that automatically erases data or set up a deal with the leasing company that lets you keep the hard drive after the lease ends.
Use Updated Fax Machines if You Can:
Fax machines have been around for decades, and hackers understand how they work. Some multi-function machines don’t support safety checks like user logins for faxes, so they can be easier to attack. Keeping the machine’s software updated helps reduce risks, though it may not remove them entirely.
Staying Safe with Online Faxing
Online faxing is safe if you take proper steps to secure your equipment, software, and network.
Use Encryption:
Encrypting your faxes from the time they leave your device until they reach the receiver is a key part of staying compliant with rules like HIPAA. Even if hackers intercept your message, encryption makes it very hard to read. Use fax services that provide strong encryption, like TLS 1.2 and AES 256-bit.
Send Faxes to the Right Person:
Always double-check that the person you’re sending to is the right one. Make sure they are using secure devices and know how to handle the information properly.
Use Electronic Signatures When Possible:
When dealing with forms or agreements, using electronic signatures can reduce the number of documents sent back and forth, which lowers the chances of a data leak.
Protect Your Server:
If you use an in-house server, take steps to protect it from cyberattacks. This includes:
- Keeping software and operating systems up to date.
- Limiting access by giving permissions only to people who need them.
- Using VPNs (virtual private networks) for secure internal communication.
- Installing firewall protection.
Using Cloud Storage
Cloud storage lets you save documents on a remote server in a secure data center. This can offer more protection than storing files on a server at your workplace. It also puts the job of securing the data into the hands of the cloud provider. Cloud storage makes it easy to find, send, and attach documents without needing to scan them again.
Keep Your Devices Safe
Make sure all computers, tablets, and phones are protected, especially those used for sending or receiving faxes.
- Keep all software and operating systems up to date.
- Use long, unique passwords. Never use the same password for more than one account.
- Don’t share passwords through text or email. If written down, store them safely.
- Lock up rooms with computers and never leave mobile devices unattended.
- Lock your phone screen when not in use.
- Don’t download software without IT approval.
- Turn on encryption for mobile devices.
- Use anti-virus software.
Protect Your Network
To avoid others from gaining access through your network:
- Change your router’s default name to something unique.
- Use a strong password that is different from the one provided by the manufacturer.
- Update your router’s software often.
- Limit network access to only certain approved devices.
- Warn employees about public Wi-Fi networks. Only use secured networks that require a WPA2 password.
Also, traditional faxing that uses phone lines can offer more security than email, since it is usually not connected to the internet.
Following the Rules
Faxing is subject to rules and laws—especially when it involves private information like health or money matters. For example, HIPAA controls how patient data is shared in healthcare. To meet these rules, companies must use online fax services that meet HIPAA standards. Similarly, in the European Union, the General Data Protection Regulation (GDPR) covers personal data sharing. Following best practices and using a secure fax service helps businesses meet these rules.
How to Put a Safe Faxing System in Place
Knowing the rules is not enough—you also need to apply them across your workplace.
Get Support from Leadership:
Start by getting agreement from the leadership team. They should appoint someone—either an existing leader or a new cybersecurity expert—to lead the effort and make sure it’s followed.
List Possible Risks:
Review the laws that apply to your business, such as whether you need HIPAA-compliant faxing. Then walk through your company’s current setup to find weak spots. For instance, if you still use traditional faxing but want to switch online, will you buy the tools you need or use a secure service?
Get Staff Involved:
Plan how to put the changes in place and involve staff at all levels. Consider using a fax API that connects easily with your current systems. Let employees help shape the rules—they’ll be more likely to follow them if they feel included.
Explain why the changes are being made and how they protect the company and its people. Some employees may worry that these steps will make their jobs harder, so it’s important to explain the benefits.
Write a Policy That Meets the Rules:
Create a written security policy that follows all legal standards. Make sure every employee reads it, understands it, and signs off on it. The policy should include password and access rules, and explain how to keep devices secure.
Track Your Progress:
Keep an eye on how the new faxing protocols are working. Adjust when needed, and get feedback from employees to make improvements.
Ask for Help If Needed
Online faxing is a powerful and safe way to share information—if it’s done right. Both the sender and the receiver must follow the right steps. It can take time and effort to build a secure system, but it’s worth it. With the right tools and staff support, faxing can be a safe and effective part of your business.
