Author:
mFax by Documo

How Emailing Private Docs Can Leave You Vulnerable

In 2019 alone, hackers exposed 7.9 billion records in 5,183 data breaches.

While threats to data security come in many forms, transmitting sensitive data over the internet can leave you open to some serious vulnerabilities.

When it comes to sending the most important documents, many businesses still rely on the trusted security of traditional fax. But the high cost of maintaining separate phone lines, hardware maintenance, and supplies convince many businesses to opt for paperless options.

Both email and cloud fax offer potential solutions for sending secure documents, though there are inherent flaws to email security which can leave your sensitive data exposed.

102920-1.png

Why Email Security Won't Cut It

While many companies trust email for internal and external communications, most providers don’t offer the elevated level of security required for many regulated industries.

To avoid exposing sensitive information to hackers, you must understand the problem inherent with sending your files as email attachments.

The first problem with many email systems comes when users log in. While some providers offer two-factor authentication to prevent fraudulent logins, many people don’t opt-in to this feature. As a result, hackers only need the username and password to access everything in the user's email. In fact, stolen passwords appear quite frequently on the dark web. Since 2017, 555 million passwords have been stolen from unsuspecting users and posted.

The second problem with email security comes from its lack of encryption.

Most email programs do not encrypt messages or attachments. Any breach into the email system exposes all the information in both the attachments and the text of emails to anyone who can gain account access.

Third, if you don’t have a read-receipt option for your email system, you can’t know whether the recipient has actually received and opened your emails. In fact, one small mistype in the address could send a sensitive document to the wrong person, leaving you unsure if your message ever reached its intended destination.

Lastly, email requires users to print out attachments, sign, scan, and reattach them to a new email for return. This process is both time-consuming and harmful to the environment (what a waste of paper!).

Additionally, the scanned signature on the email may not be acceptable in some industries that require authenticated forms. Digital signatures that offer authentication of the user and document are a better option in these cases. This enables you to send documents for a recipient to sign digitally using a secure cloud fax service.

102920-2.png

Cloud Fax - The Best of Both Worlds

While email might work well for fast communication, it doesn’t necessarily work in situations requiring the highest security for documents.

Medical, legal, financial, and government-related companies require a highly secure method of sending documents. Traditionally, these industries have relied on fax machines for this purpose because the analog nature of faxes doesn’t have any openings for hackers to get access to information.

Unlike emails, cloud fax provides protection for every document sent through encryption both during transmission and while the document sits in the cloud.

Secure cloud storage relies on remote servers guarded with high-level physical security and redundant features to enhance reliability. During transmission, encrypted faxes stored in the cloud travel through servers in facilities with SSAE16 Type II security to reach their destination securely.

Companies that require the ease of email can use an email-to-fax option that allows faxing emails with the same level of security offered by cloud fax. While traditional fax machines print out receipts of the transmission, cloud services produce an audit trail of all document transmissions including the IP addresses and user information of those who login to the system. This audit trail is an essential component for businesses that require HIPAA compliance or for those who require similar document tracing capabilities.

Encryption during transmission and while on servers protects the information in any faxed documents from unauthorized access. mFax users have access to admin controls that allow admin users to dictate roles and permissions for all other users in the system.

When sending traditional paper faxes, another fax machine must pick up the line and receive the document for it to go through.

HIPAA-compliant fax systems must restrict access to sensitive faxes and have proper protocols for preventing a user from sending a sensitive fax to the wrong destination.

However, paper faxes can sit on a machine in an open office for hours or days until the intended recipient finally retrieves them, exposing the information to anyone else using the machine or even to people just walking by.

Electronic faxes increase security by only permitting those with authorization to access the digitally submitted faxes. With audit trails built in, you can quickly find out where any fax went, preventing faxes from missing their destinations.

While email services leave messages open to unauthorized access when a person stays logged into their account and leaves their computer, the same is not true of cloud faxes. mFax contains an automated log-off feature that prevents idle time from turning into an accidental security breach. User authentication and administrative controls over who can access files in the system also helps to reduce the chance that hackers using a stolen password can gain access to the server.

102920-3.png

Cloud Fax Or Email?

So which is the better choice for secure document transmission?

While email is an easy and convenient way to send messages, it lacks many of the necessary security features essential for regulated businesses and those dealing with sensitive information.

Cloud fax provides high level encryption, server security, traceable audit trails, and strict user controls to prevent unauthorized access and ensure document security.

With fax to email options, cloud fax offers the best of both worlds - secure, compliant, and reliable document transmission with all the convenience and ease of sending an email.

Try mFax Free

mFax provides enterprise-level security and reliability for large and small companies in regulated industries and for anyone who needs to send sensitive documents online.

Try out a risk-free trial today and experience the difference for yourself.

Table of Contents
Schedule your mFax Demo
User-Friendly Interface
Full-Featured Cloud Fax API
Reliable White-Label Fax Solution
Secure and Encrypted
Schedule Your mFax Demo

Recent posts

mFax by Documo
mFax by Documo

Top 5 Features to Look for in the Best Online Fax Service

6 mins
July 3, 2024
mFax by Documo
mFax by Documo

The Ultimate Guide to Implementing a Secure Cloud Fax API

10 mins
June 26, 2024
mFax by Documo
mFax by Documo

mFax Security Measures and HIPAA Compliance

6 Mins
July 7, 2022
mFax by Documo
mFax by Documo

Things You Should Consider Before Signing a Contract

5 Mins
July 7, 2022
mFax by Documo
mFax by Documo

How to Securely Fax Medical Records to Maintain HIPAA Compliance

5 MIns
July 7, 2022
mFax by Documo
mFax by Documo

Safe Faxing Tips and Best Practices

5 Mins
July 7, 2022
mFax by Documo
mFax by Documo

6 Ways to Fax

4 Mins
July 7, 2022
Jack Hoover
Jack Hoover

Maximizing Data Security: Secure Cloud Faxing Strategies for IT Managers

11 mins
June 21, 2024
Phil Charron
Phil Charron

Administrative Burdens: The Reason US Healthcare Is Broken

4 Mins
June 11, 2024
Tony Cox
Tony Cox

How Does Cloud Fax Increase Revenue For Agents & Resellers?

3 Mins
June 7, 2024
Steve Chong
Steve Chong

What Role Does AI Play in Managing Healthcare Information?

5 Mins
May 24, 2024
Denis Whelan
Denis Whelan

Healthcare Interoperability, more than EHR to EHR

3 mins
May 8, 2024
Shane Fitch
Shane Fitch

How Do Product Managers Integrate Cloud Fax In Healthtech?

6 mins
April 2, 2024
Steve Chong
Steve Chong

What To Look For in a Cloud Fax Solution as a Reseller

9 mins
March 26, 2024
Denis Whelan
Denis Whelan

Ultimate Cloud Fax Buyers Guide: 7 Key Considerations When Choosing an Online Fax Service

10 mins
April 9, 2024
Sam Dorshorst
Sam Dorshorst

Enterprise Cloud Fax Implementation Pitfalls

9 mins
March 19, 2024
Matt Overlund
Matt Overlund

How OCR Fax Software Saves Healthcare Organizations Critical Time

7 min
March 12, 2024
Jack Hoover
Jack Hoover

Effortless Fax Online Solutions: Your Guide to Modern, Reliable Faxing

8 min read
December 19, 2023
Jack Hoover
Jack Hoover

Faxing Made Easy: Send & Receive Faxes on iPhone with mFax

11 min read
November 29, 2023
Jack Hoover
Jack Hoover

Top Tips for Sending and Receiving Faxes via Email

5 min read
November 17, 2023
mFax by Documo
mFax by Documo

Fax Plus vs. mFax - A Comprehensive Comparison

5 min read
November 2, 2023
mFax by Documo
mFax by Documo

WestFax vs. mFax - A Comprehensive Comparison

November 2, 2023
mFax by Documo
mFax by Documo

OpenText vs. mFax - A Comprehensive Comparison

November 2, 2023
mFax by Documo
mFax by Documo

Concord vs. mFax - A Comprehensive Comparison

November 2, 2023
mFax by Documo
mFax by Documo

mFax vs. Retarus - A Detailed Comparison

5 min read
November 2, 2023
mFax by Documo
mFax by Documo

mFax vs. RingCentral - A Detailed Comparison

5 min read
November 2, 2023
mFax by Documo
mFax by Documo

mFax vs. Biscom - A Detailed Comparison

5 min read
November 2, 2023
mFax by Documo
mFax by Documo

mFax Versus iFax - A Detailed Comparison

November 2, 2023
mFax by Documo
mFax by Documo

mFax vs. eFax - A Detailed Comparison

5 min read
November 2, 2023
mFax by Documo
mFax by Documo

How can you securely fax HIPAA compliant in 2024? With mFax.

6
October 18, 2023
mFax by Documo
mFax by Documo

Free Fax Cover Sheet Templates

5
October 30, 2023
mFax by Documo
mFax by Documo

Top 10 eFax Best Alternatives | 2023

3 minutes
October 25, 2023
Brynna Carman
Brynna Carman

Part 2: ViVE 2023 Innovators

March 8, 2023
Brittany Woo
Brittany Woo

50 Must See HealthTech Innovators @ ViVE

March 8, 2023
mFax by Documo
mFax by Documo

Health Tech Innovator Profile: Phreesia

February 6, 2023
mFax by Documo
mFax by Documo

Comparably's Top Companies with Inclusive Cultures for Women

January 17, 2023
mFax by Documo
mFax by Documo

SOC 2 Compliance is Just Table Stakes for Vendor Evaluations

January 12, 2023
mFax by Documo
mFax by Documo

Documo Selected as 2022 Comparably Award Winner

November 30, 2022
mFax by Documo
mFax by Documo

What is Faxploit and How Can We Avoid It?

6 min read
July 11, 2022
mFax by Documo
mFax by Documo

Why Does Faxing Still Exist Despite Advancing Technology?

11 min read
August 15, 2022
mFax by Documo
mFax by Documo

How to Send a Fax in 2023: A Comprehensive Guide

7 min read
September 10, 2022
mFax by Documo
mFax by Documo

Why Is Fax Still Important in Financial Industries?

11 min read
September 15, 2022
mFax by Documo
mFax by Documo

Ultimate FAQ For Online Faxing

6 min read
September 15, 2022
mFax by Documo
mFax by Documo

Online HIPAA Fax Compliance in 2024: For Regulated Companies

June 30, 2022
mFax by Documo
mFax by Documo

Why Your Business Needs A Programmable Fax API

June 30, 2022
mFax by Documo
mFax by Documo

Why These 4 Industries Still Fax In 2020

July 5, 2022
mFax by Documo
mFax by Documo

VoIP vs FoIP - How to Choose the Best Service for Your Business

June 30, 2022
mFax by Documo
mFax by Documo

Why is HIPAA-Compliant Fax Crucial for the Healthcare Industry?

June 29, 2022
mFax by Documo
mFax by Documo

Why Fax is Better Than Email

July 6, 2022
mFax by Documo
mFax by Documo
Tech talk

What Personal Information is Protected Under HIPAA?

12
June 29, 2022
mFax by Documo
mFax by Documo

Vanilla Go Paperless Cupcakes

June 30, 2022
mFax by Documo
mFax by Documo

Ultimate Guide to HIPAA Fax

July 7, 2022
mFax by Documo
mFax by Documo

T.38 and the VoIP Fax Stigma

July 5, 2022
mFax by Documo
mFax by Documo

The Matter of Fax: A look at faxing in healthcare

July 7, 2022
mFax by Documo
mFax by Documo

The Limitations (and Even Dangers) of Free Fax Services

June 29, 2022
mFax by Documo
mFax by Documo

The Future of the Cloud Fax Market

June 29, 2022
mFax by Documo
mFax by Documo

The Evolution of Fax Technology

June 29, 2022
mFax by Documo
mFax by Documo

Partner Spotlight - Skyetel

July 7, 2022
mFax by Documo
mFax by Documo

Is Cloud Faxing Secure & Safe?

June 30, 2022
mFax by Documo
mFax by Documo

Interesting Fax Facts for People to Ponder

June 29, 2022
mFax by Documo
mFax by Documo

Online Signature Analysis: What Your Signature Says About You

June 29, 2022
mFax by Documo
mFax by Documo

Is it Safe to Fax Personal Information?

June 29, 2022
mFax by Documo
mFax by Documo

How to Protect Your MFPs from Security Breaches

June 30, 2022
mFax by Documo
mFax by Documo

How to Send an International Fax the Old-Fashioned Way

June 29, 2022
mFax by Documo
mFax by Documo

HIPAA-Compliant Faxing Made Easy with Innovaccer and mFax

June 29, 2022
mFax by Documo
mFax by Documo

Industries That Are Benefiting the Most from Online Faxing

June 29, 2022
mFax by Documo
mFax by Documo

How to Get a Fax Number Without a Phone Line

June 29, 2022
mFax by Documo
mFax by Documo

How the Elections Benefit from Online Faxing

June 29, 2022
mFax by Documo
mFax by Documo

How Emailing Private Docs Can Leave You Vulnerable

June 30, 2022
mFax by Documo
mFax by Documo

How Are These 6 Healthcare Orgs Utilizing mFax for Success?

June 29, 2022
mFax by Documo
mFax by Documo

How Cloud Fax Enables Healthcare Interoperability During Coronavirus

July 5, 2022
mFax by Documo
mFax by Documo

How Healthcare IT Teams Can Deliver Interoperability In 2020

July 5, 2022
mFax by Documo
mFax by Documo

How Do Cloud Faxes Work?

June 30, 2022
mFax by Documo
mFax by Documo

Beginners' Guide to Business Automation

July 5, 2022
mFax by Documo
mFax by Documo

HIPAA Fax Cover Sheet: A Secure Guide and Free Templates

June 29, 2022
mFax by Documo
mFax by Documo

Cloud Faxing: Top 5 Questions That You’re Guaranteed to Ask

June 30, 2022
mFax by Documo
mFax by Documo

HIPAA and The Cloud

July 7, 2022
mFax by Documo
mFax by Documo

Are You on the Brink of a HIPAA Disaster? How Physical Fax Machines Put You at Risk

July 7, 2022
mFax by Documo
mFax by Documo

Healthcare Technology Trends to Watch Out for

July 7, 2022
mFax by Documo
mFax by Documo

Cloud Fax or Fax Server - How to Compare Solutions

June 30, 2022
mFax by Documo
mFax by Documo

5 Reasons Why Online Faxing is Important

June 29, 2022
mFax by Documo
mFax by Documo

Are You Losing 15% of Your Faxes?

June 30, 2022
mFax by Documo
mFax by Documo

5 Ways The mFax Solution Dominates The Financial Industry

July 6, 2022
mFax by Documo
mFax by Documo

5 Best Concord Cloud Fax Alternatives

June 29, 2022
mFax by Documo
mFax by Documo

4 Simple Ways You Can Quickly Improve Patient Retention

July 5, 2022
mFax by Documo
mFax by Documo
mSign me up

Advantages and Disadvantages of Online Faxing

June 29, 2022

Get in touch with our US based team of fax experts

We'll help you assess your fax needs and determine the best solution for your business.

+1 (888) 966-4922
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.