How Online Faxing Enhances Document Security
There are many different aspects to handling document security in a corporate environment
. In a world where it is easy to create documents with word processing and graphics software or to copy documents, security is more important than ever. There are various operational systems you can put in place to increase document security and online faxing is one of them. Let's look at a few benefits of online faxing that enhance document security.Improved One-on-One Communications
When you switch to an online faxing system, each user in your office will get assigned a unique fax number. This fax number is then linked to their personal email address so faxes are received directly into their email inbox. This means that when customers are faxing information through to your office, there is no longer the risk that the incoming fax will simply disappear from the fax pile. Too often employees walking past the fax machine pick up faxes and put them on the wrong person's desk, thinking they are helping out and doing them a favor. In the meantime, the person who is expecting the fax will think that it has not arrived. The customer on will have a fax report saying that the document has been successfully received and get frustrated when you call to ask them to resend it. An online faxing system immediately improves document security by sending faxes directly to the intended recipient. This improved one-on-one communication with your customers will help you provide a much better service to them.
Secure Document Formats
When a fax document is sent using an online fax facility, it is sent as a .pdf or .tif file that arrives as an email attachment. These documents do not allow for scanning or alterations and are generally considered more secure document formats. Most spyware programs can only pick up on text that is in a standard word document or in plain text in an email format. It is more difficult for these systems to pick details out of a document that is a .pdf. This means that the online faxing system provides the user a much more secure document format.
Online Faxing Server Security
Most reputable online faxing providers are diligent about installing and maintaining top-quality security systems on their servers. This means that the system that is sending and receiving your faxes online is a secure platform that is properly maintained. Most likely, you will also have an internal online security system on your office network and this will form a secondary buffer against viruses and other malicious software. Make sure that when you choose your fax server provider, they have evidence of their security systems and can provide certificates.
No Need for Printouts
With traditional faxes, documents sent and received need to be printed out. This means that the documents then need to be securely filed away. With online faxing, there is no need to print faxes before sending them. In addition, when you receive faxes, you can open and read them as a document on your computer screen. There is no need to print the document out first. This ensures a more secure document format.
More Secure Mobile Faxing
In many industries, people spend a large amount of time out on the road seeing customers and suppliers. If they make use of a manual fax system, they have to request that all fax correspondence is sent to their office for them to pick up when they get back there. From time to time, they may have the need to send information urgently. If they do not have an online fax system, it is likely they will simply go to the nearest copy shop to send the fax. With confidential documents, this could pose a serious security risk. Some fax machines store images of the scanned documents in their memory. After you have left the shop, the store clerk could inadvertently print out another copy of your document. If you have an online faxing system, you could avoid this risk altogether. You could connect to your email from your laptop, retrieve the document you require from your files and send it off using the online faxing system without having to use any third-party facility. You can then follow up with a quick phone call to your client to ensure they have received the information. There is no doubt they will be impressed with your level of service and efficiency. At the same time, you both have the peace of mind that the documents you sent using the online faxing system remain secure.
How Online Faxing Enhances Document Security
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