Are Online Fax Services Secure?

Digital communication methods, like online faxing, have made interactions between colleagues, clients, service providers, patients, and medical professionals much more convenient. However, secure communications are still critical even in the digital age.

Especially for businesses that handle sensitive information, ensuring secure communications not only upholds customer confidentiality and trust but also meets compliance requirements for data security and privacy regulations.

As businesses and individuals continue to migrate from traditional faxing, the question is, “Are online fax services secure?” Continue reading below as we cover the exceptional security offered by leading online fax services like FAXAGE.

How Online Fax Services Work

Maybe you’re used to the traditional method of faxing, which requires access to a physical fax machine connected to a phone line.

Online faxing is much more streamlined and is accessible from anywhere you have an internet connection. Here are the basic steps for sending an online fax:

• Prepare the document: If the document you’d like to fax is not already stored in a digital format (.doc, .PDF, .png, etc.), scan the physical document or snap a photo of it and store it as a digital file on your device
• Access an online faxing service: Create an account with a secure online faxing service, like FAXAGE
• Attach and review: Initiate the digital fax by attaching or uploading the appropriate files for the documents you’d like to fax
• Add the recipient: Enter the fax number and contact details for the recipient
• Review and send: After reviewing the uploaded document and the recipient’s details for accuracy, confirm you’d like to send the fax, which will be delivered via email and/or a secure cloud-based platform

The Importance of Security in Online Faxing

Using an online faxing service with top-of-line security is critical for organizations in industries like healthcare, legal services, government, and business. These organizations handle large amounts of sensitive data and must adopt secure communication methods, like online faxing, with built-in security features to meet compliance standards like HIPAA or GDPR.

Further, secure online faxing helps companies mitigate the risk of a data breach or unauthorized access to private information. For example, when using traditional document transmission methods, like physical fax machines, there’s a greater risk that unauthorized parties can access faxes that were intended for a different recipient.

This isn’t to say that there are no security risks associated with online faxing services. However, you can mitigate risks like hacking, interception, and unauthorized access by choosing a reputable online fax service, like FAXAGE, that employs strong encryption protocols, robust access controls, and secure storage practices.

Common Security Concerns with Online Fax Services

It’s true that online faxing offers more convenience and flexibility compared to traditional faxing. However, those looking to switch over to internet faxing might have some concerns about the security of a digital service.

Restricted Access to Fax Documents

Online faxing is still a digital service, which can be susceptible to cyberattacks that could expose faxes with sensitive information. Using a faxing service that enables password protection and encryption are crucial defenses against unauthorized access.

Data Interception

There’s also a concern that faxes will be intercepted during transmission, though a service that uses secure servers and industry-standard network protocols should be able to prevent this. A service provider should offer secure storage for faxes, including data-at-rest encryption and redundancy, to protect data during potential outages.

Compliance with Industry Regulations

Online faxing must follow critical security certifications and compliance standards, such as HIPAA, GLBA, or PCI DSS. Non-compliance may result in a bevy of consequences, such as:

• Data breaches
• Hefty fines
• Reputational damage
• Loss of customer trust
• Operational disruptions

How FAXAGE Ensures the Security of Your Faxes

At FAXAGE, we prioritize data privacy and offer advanced security features on all accounts — no matter how big or small. We’re dedicated to helping businesses stay secure and compliant throughout their faxing processes.

Here’s a closer look at some of the benefits of using FAXAGE for secure and reliable online faxing:

End-to-End Encryption Technology

To ensure your faxes are transmitted securely using FAXAGE, we leverage strong encryption via industry-standard protocols. We offer multiple security and encryption options to suit your operational and industry requirements, including:

• SSL/TLS encryption for all web and API-based faxing
• SSL/TLS email transport encryption
• SSL/TLS secured Print to Fax print driver
• SSL/TLS secured Fax App for iOS and Android
• Password-protected incoming fax PDFs
• PGP support for email fax sending and receiving
• Email link for secure download of incoming faxes
• Internet Fax System Auditing to monitor what users are doing with your data

Secure Infrastructure

FAXAGE’s servers and storage systems are designed to prevent system vulnerabilities. Our network is protected by multiple firewalls and monitored by intrusion detection systems. Our in-scope facilities and platforms have achieved HITRUST Certification, which further demonstrates our commitment to data security.

We don’t use any third-party providers to store customer data and only allow authorized personnel to have access to internal systems. With this, we also offer full Internet Fax System Auditing to ensure that you know what your users are doing with your data.

Compliance with Industry Standards

Every fax service plan from FAXAGE comes with HIPAA compliance standards. There’s no need for a ’special’ plan or to pay extra for HIPAA-related security features. These compliance measures protect data and provide peace of mind for end users.

Stable Redundancy Measures

All components in the FAXAGE infrastructure are in a redundant configuration for reliability you can count on. Plus, our facilities are backed up by both UPS and generators to deliver uninterrupted service. So, even if one component fails, the critical data and services you need are backed up and readily available to support continuity.

The Advantages of Choosing a Secure Online Fax Service

Why choose a trusted and secure online fax service like FAXAGE? Here are some of the clear advantages of migrating to this service:

• The platform’s built-in security mechanisms satisfy compliance with legal and industry standards.
• FAXAGE has a track record of providing secure and reliable online fax solutions.
• With the proper safeguards in place, FAXAGE helps reduce the risk of cyberattacks and data breaches.
• A secure service like FAXAGE protects confidential client or business data.
• FAXAGE offers superior security measures, convenience, and cost-efficiency compared to traditional fax machines.

Taking Security into Your Own Hands

When using online fax services, here are some of the best practices you can implement to enhance data security:

• Create strong passwords
• Don’t reuse the same password on multiple sites
• Regularly update your login credentials
• Avoid public Wi-Fi when sending sensitive documents
• Make sure all devices and networks are protected with firewalls and antivirus software
• Regularly monitor your account to look for suspicious activity
• Choose a trusted provider like FAXAGE to ensure your communication remains protected

The Future of Secure Online Communications with FAXAGE

Though online faxing already offers a number of security advantages over traditional faxing, it’s important to select the right provider that leverages top-of-the-line security protocols.

FAXAGE offers industry-leading security measures with a commitment to safeguarding sensitive information. With FAXAGE, you can send and receive faxes with ease via email, website, mobile app, and/or API. We’re proud to offer secure online faxing at affordable rates, with each plan supporting unlimited users and online fax storage at no additional cost.

Discover the peace of mind that comes with secure online faxing. Protect your communications with FAXAGE – the secure and reliable online faxing service you can trust. Get started today!