Companies around the World have used analog faxing over the decades, and it has proved to be a reliable mode of communication. However, most companies are switching to online faxing for convenience and security of information with the internet revolution. This is because virtual faxing is a necessity for companies as it has advanced features that guarantee safety.
Online faxing provides a more straightforward and uncomplicated way of receiving fax , for example through Google fax online. Even though Google does not offer fax services, third-party companies provide the service by linking your online fax number with your Gmail account. This allows you to receive fax encrypted for security in your mail.
Here are some of the risks of faxing machine that make it necessary to switch to online faxing:
Late Information Delivery
A fax machine is not mobile, and hence if your recipient is not present to receive the fax or there are too many documents coming through, there is a risk of mixing up or failure to receive everything. For instance, your boss or partner is waiting for a particular financial report, and other office users are using the machine, it may get jammed, or there may be a mix-up. This may land you in trouble with your boss or business partner or cause you to lose a big business deal. However, online faxing delivers message in time always.
Leaking Sensitive Information
A fax machine requires the recipient to be on standby to receive it. If the recipient is not there or has left the room for a few minutes, someone may go through the information or even steal the documents if they have other motives.
Every organization faces security threats from billing information, personal information, doctors’ notes, or prescription or security numbers. As a sender or receiver of the fax is responsible for the documents’ safety, you never know how a third party may misuse the information received.
Most analog fax machines are not compliant with the measures that are required to secure information. Fax machines have no encryption and keep the sent copies in their storage, both received and sent. They are automatically saved in the devices’ hide drive and are deleted when overwritten by a new document.
This not only poses a significant risk but also expose your data to possible loss. However, when using Gmail faxing, your documents are encrypted and saved in your inbox, thus protecting it from any loss, or misuse. Besides, in most companies, several users share the fax machines, and this poses a high risk that is not worth it.