As time has gone by, faxing has become smarter, more secure and far more efficient thanks to new technology as well as a number of different advancements. Thanks to new software, fax server and even the cloud, faxing has become an even more secure, easy to use method of transferring documents and information.
However, there are still security issues that companies must be aware of, and a lot are the result of user error. It is necessary for companies that deal with sensitive information to educate their employees in secure faxing.
Here are several tips for keeping your fax documents secure:
Use a Secure Fax System
Many devices that are designed to be used by multiple people at a time have the option to lock your faxes and even your computer print jobs until you release them by entering a code on the device itself. This means you can send a file to print from your office to the printer down the hall without worrying that someone else will come in and read what you printed since it won’t print until you’re in front of the machine.
The same is true with secure fax servers and machines— your documents won’t print out and be sitting there for everyone to see.
Use Online (Cloud-based) Faxing
Gone are the days where fax machines are the only required equipment to send a fax. Using cloud faxing, you can simply scan your documents and then use an online fax system to send them to the recipient. This keeps things much more secure on your end since your documents won’t accidentally be left in the fax machine, nor will you be as likely to miss noticing that you entered the wrong fax number.
Practice Secure Faxing Habits
Learn and practice good faxing habits. This includes always using a cover sheet, always removing your document from the fax machine as soon as it sends, and delivering any faxes found inside the machine to their intended recipient without reading them.
Upgrade Your System
When it comes to secure faxing, nothing will help you more than having the most up-to-date system possible. Whether you are looking for installation or Rightfax support, you can count on The Fax Guys to help you with all of your secure faxing needs. Contact us today.