Any business owner will attest to the fact that online faxing is the perfect communication channel for their needs; it combines the convenience of a browser email client with the security of the technology that faxing is based on. But even if fax transmissions are less prone to being intercepted than email, sending documents through fax lines doesn’t automatically guarantee the perfect security that you are looking for, especially if the online faxing account isn’t well protected. However, with just a little extra attention a faxing account can be turned into an impenetrable fortress where unauthenticated people cannot enter and faxes can be transmitted in the safest possible way.
Sufficient Password Protection
The bank-level encryption provided by online faxing services is worth nothing if the account isn’t protected by a strong password. While average users can’t stand coming up with complex logins for each account that they have, passwords are still considered to be the most effective way of keeping digital trespassers out.
However, these credentials don’t necessarily have to be the jumbled mess of random characters that passwords are usually associated with. In fact, there are various methods with which an unbreakable login can be created that is both memorable and satisfies the requirements of a strong password. It’s worth adding that there is no need to be afraid of unnecessarily complex passwords either as they can be taken care of by password managers. These neat multi-platform solutions are more than just simple password storage solutions, though, since users can autofill logins into a browser via add-ons and even share passwords with others without leaving the security of the program’s encrypted interface.
Separate User Account
Although most online fax services provide one account manager per subscription regardless of the number of users, there are corporate faxing plans that allow businesses to create and manage multiple accounts. This is considerably better since a shared online faxing manager only takes the cracking of one password to compromise, while hacking just a single user account within a bigger network of stored passwords will cause much less damage – especially if user access is smartly controlled to begin with. As a matter of fact, restrictions like preventing certain users from sending faxes or determining the maximum number of pages per fax effectively maintain your limited resources – the free fax page limit that each subscription provides – and will also ensure that fax lines are never overloaded.
Additional Security Measures for the Account
No matter how convenient it seems, the fax-to-email feature is unfortunately a serious security risk due to the lack of advanced encryption that comes with using email clients. Therefore, it’s best to open faxes in the dedicated online faxing manager or within the mobile app version, both of which can properly alert you to any incoming faxes or successful transmissions.
Also, if there is an option that allows the system to automatically delete old messages after a predetermined period of time, it’s recommended to turn this on. Not only does this mean that any unnecessary faxes are properly destroyed – therefore preventing them from ever being seen by anyone but the intended recipient – but your account will also comply with strict HIPAA regulations.
Hiding From Prying Eyes
An encrypted online faxing manager that is safeguarded by a strong password is often enough to keep hackers out, but the addition of a VPN really puts the icing on the cake when it comes to security. For starters, VPNs make all your internet traffic invisible to prying eyes, meaning that the faxing service can be used without restrictions – including opening faxes in an email client. And as an added bonus VPNs won’t cause a disruption in fax transmissions and even allow users the option to unblock restricted sites, which is a huge asset if you want to access the online faxing service in countries where it isn’t available due to geo-blocking.