Many people praised the dawn of email. Before email, companies had to send snail mail, pay a carrier or hand deliver documents. The internet, once it moved out of the basements of geekdom, changed the entire landscape of business as we knew it. However, a few industries such as health care, legal and finance still rely on fax technology for secure transfers.
Why fax? Because fax transmissions over phone lines are considered more secure than standard email. That is changing. Many large, multi-location companies already employ secure online fax and or encrypted email services. In addition, many small companies have never owned a fax machine and leaped straight to using an online fax service. Fax services have the advantage of being able to send documents to standard fax machines, whereas secure email services do not. However, compliance and regulatory industries are now accepting certain methods of transmission, even for Personally Identifying Information (PII) and information that must be transmitted in a HIPPA-compliant manner by email or internet.
Some people even argue that encrypted emails are more secure than standard fax transmissions. Here are few reasons:
1. Documents do not sit on the fax machine available to peering eyes before the recipient picks up the papers.
2. Items do not have to be printed before transmission. Sensitive information waiting at a printer is vulnerable.
3. Secure emails go only to the targeted recipient, and the sender can employ a variety of identification methods before they are allowed to view it.
4. Messages can be archived and secured digitally, which is easier and more affordable than trying to secure traditional file cabinets.
5. Encrypted emails are difficult to lose. You might misplace a fax or physical folder, but it is difficult to lose an electronic file that is redundantly stored.
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