Online fax services have various features available for use to many individuals and organizations. Using them can provide you with a secure and reliable way of sending important documents. Want to know more about online fax services? Keep on reading below.
How Online Fax Services Work
Online fax services, often referred to as e-fax or Internet fax, are a convenient way of sending and receiving faxes using internet technology. They allow users to send documents electronically from any device with an internet connection, such as a computer, smartphone or tablet, without a fax machine.
When using online fax services, there’s no need to dial a number, wait for the other line to answer and then send the fax over. Instead of using a traditional telephone line and printer or fax machine combination, you may only need to upload your document online and enter the recipient’s fax number. The document is then sent as a link to the recipient, who can open and print it instantly.
Online fax services provide a variety of features that traditional fax machines don’t, such as delivery notifications, encryption of sensitive information and the ability to send documents in multiple file formats. They’re becoming increasingly popular due to their convenience and cost savings.
Thus, learning how to fax without a fax machine may be a way for your business to keep its competitive advantage over others.
How Online Fax Services Keep Your Documents Secure
Many people aren’t aware of the numerous benefits of online fax services. Some of these are as follows.
1. Two-Factor Authentication
Two-factor authentication, also known as 2FA, is a security measure that requires two distinct verification forms to gain access to an account or service. It’s becoming increasingly common, with more services offering it as an additional layer of protection.
Typically, the first form of verification is something you know (such as a password). This personal information is something hackers can’t obtain through a typical data breach. Meanwhile, the second verification form is something you have (such as a code sent to your mobile device).
Overall, two-factor authentication provides an extra layer of security that can help protect its users. Companies can significantly reduce the risk of malicious actors gaining unauthorized access by requiring two forms of verification before granting access to an online fax account.
2. SSL Encryption
Secure Socket Layer (SSL) encryption is a security measure to keep data and communications from unauthorized access. It creates an encrypted tunnel between two contact points, like a web server and a web browser.
When data is sent through the tunnel, they’re encoded so only the recipient can decode and read the information. Some say that they work similarly to virtual private networks (VPNs) when it comes to online security. That’s because they scramble personal data as they go through the connection, keeping them indecipherable to possible hackers.
SSL encryption is essential when it comes to online faxing solutions. It ensures that any sensitive information sent via fax remains secure and out of the hands of hackers or similar actors. Even if someone were to intercept the transmission, they would only be able to access its contents with the correct decryption key. This can ensure users keep their confidential information safe during the process.
Without SSL encryption, there’s a risk that the transmission could be replaced with the hacker’s data or content.
3. Digital Signature
Digital signatures are a secure way to sign documents electronically, ensuring that the signature is authentic and has not been tampered with. It allows a sender to prove that the message wasn’t altered during transit and is from the same person who signed it. When a user signs an electronic document with a digital signature, the user’s public key is cryptographically attached to the document.
Online fax services can use digital signatures for security purposes. By signing documents digitally, users are assured that no one can intercept the data or make changes to it without their knowledge.
Additionally, digital signatures also provide non-repudiation, which means that the sender of the fax cannot deny having sent it later. This makes digital signatures perfect for online faxes that are legally binding.
Online Fax Services And Industry Regulation Compliance
With the benefits of online fax services, businesses can securely share information in a way that complies with relevant laws and regulations. For example, in the United States (US), the Health Insurance Portability and Accountability Act (HIPAA) requires that all healthcare providers maintain the confidentiality of patient health information. Online fax services meet these requirements by providing secure file transfer and storage capabilities compliant with HIPAA standards.
Online fax services also offer other regulatory compliance benefits, such as access control for users, audit trails for tracing information flows, and multiple authentication methods. These measures ensure that only authorized personnel can access sensitive information and that all data remains secure.
Online fax services can provide an added layer of security by integrating with other secure communication tools. This can include using digital signatures, encrypted file transfers, and even leveraging two-factor authentication to verify the sender’s identity. By integrating online faxes in your processes, you can be sure that any documents sent or received are fully protected and comply with industry-set standards.