Despite major technological breakthroughs, fax remains a convenient method of document exchange for many businesses. Why? The answer is simple – you only need a phone number to send papers by fax. In addition, you can send all documents via fax machines: invoices, sales contracts, legal agreements, medical records, and more.
In addition to traditional fax machines connected to a landline phone, people can use their computers and smartphones to send faxes. Also, simple and easy-to-use fax applications are available today, providing service at any time of the day. Whether you use a traditional fax machine or a modern fax app, you may wonder if they are safe. Below we have explained in detail why fax machines and services are safe and the benefits of working with them.
What is the Security Level of the Fax Machine?
The high level of fax security is the main reason why fax is still considered a basic form of business communication. Telephone lines are the only means of communication between fax machines. It will be difficult for unauthorized people to access your documents. However, you can improve the company’s privacy by adhering to simple security rules.
For example, users should quickly archive or destroy documents to prevent unauthorized access to confidential information after sending or receiving any documents. This is especially true when you transfer documents using public facilities and devices in libraries, cafes, or office supply stores.
What is the Security Level of the Fax App?
Mobile fax apps offer a secure and convenient way to send personal information and confidential documents. The system securely encrypts the data when you send papers via the fax app. In other words, the system converts your information into an incomprehensible set of numbers and symbols. It can take decades for hackers to decrypt data.
Precisely the same principle works when someone sends you a fax. Documents are delivered directly to your mailbox, where the information remains confidential. For your convenience, the platforms publish helpful guides on how do you fax from an iPhone or Android, how to create a digital signature, how to distribute documents in storage properly, and much more. Therefore, using a fax app is not only modern and safe but also useful – this is how you develop your technical skills and knowledge.
Benefits of Using Fax
You may think, “Why should I send faxes when I can just attach documents to an email and hit send?” Of course, you can use this idea, but we strongly discourage it, and here’s why:
- Email is not encrypted. No matter how complex the password you come up with for the email, hackers will still be able to intercept the data you send via email. A prime example is the well-known Gmail: the actual content, including messages and email attachments that you send, is not encrypted and is vulnerable to disclosure. Fax apps provide additional protection using advanced solutions.
- Through email, hackers can easily steal your data. Surely you, like many others, use one email for all social networks and applications. Therefore, your email is the main target of hackers. Through email, scammers can steal not only your business documents but also gain access to other equally valuable messages on social networks. Using fax, you and your interlocutor will be in an encrypted system that is difficult to crack.
- Email does not skip large documents. Your business document may be too large, and the email system may not let it through. Often, email skips documents no larger than 25 megabytes – sending more significant volumes of documents can take a lot of time and resources, which is not beneficial for these platforms. Fax machines have no limits in volume and quickly deliver papers without quality distortion.
- An email has poorly organized storage. Remember how often you could not find the right message because of the constant spam exposure of the email? With the fax app, individuals and companies can become more efficient and organized by faxing and receiving essential documents. The fax documents online are stored separately from email or cloud communication platforms. This way, you can quickly and easily access documents since they are stored in one application orderly.
- Email does not provide a delivery report. Since the email does not give a message delivery report, you cannot be sure that the documents reached the correct recipient. If you want to know if the recipient has opened your email, you will need to include a third-party solution in your email program. The fax app always provides reports on the sending and delivery documents so that you will be aware of all movements.
There is no better way to protect documents from prying eyes than using fax machines or apps. The technical features of this tool demonstrate its reliability and safety.