If you want to make a small business successful, you have to make the process of exchanging information easy for both employees and customers. While there are a number of ways to transfer information to customers or employees, nothing is as easy and effective as faxing. Billions of faxes are sent and received around the world annually.
As a business owner, you need to make sure the information being exchanged via fax is secure. The last thing you want is for sensitive information to be compromised due to lax faxing security protocols. Instead of waiting until information is compromised to take action, now is the time to figure out how to fax data safely. Before are some things you can do to keep the data you are transmitting via fax secure.
1. Online Faxing Services are a Secure Option
Ignoring the need for better technology is a mistake that can put a small business at a major disadvantage. Over the past few years, the world of faxing has definitely changed. Instead of using traditional fax machines to send and receive information, business owners around the world have started to utilize the power of online faxing. Not only does online faxing help you avoid the cost and aggravation of maintaining an actual fax machine, it is also a great way to improve data security.
Before you choose an online service to use for your faxing needs, you need to consider the security features they can offer. Ideally, you want to choose an online faxing service that offers data encryption. With this encryption, you can protect your sensitive information. Without an encryption key, a hacker will be unable to read or use the information that you are sending to a client or employee. If you have to pay more for a higher degree of data protection, it is definitely worth it.
2. Don’t Forget To Add a Cover Sheet
Large businesses usually have one room where they house all of their faxing equipment. This means that various different individuals will have access to these machines. When sending highly sensitive information to an organization that has many employees, you need to be specific about who should receive the message in question. This is why including a cover sheet with your fax is the best way to keep the information contained in it safe.
As you start to develop this cover sheet, you need to make sure to include information like:
- The name of the company
- The name of the person you are sending a fax to
- The number of pages you are faxing
- Contact information for the recipient
With all of this information, you can protect your information and remove any doubt as to who should receive the fax. Taking a few extra minutes to develop a detailed cover sheet will pay off considering the additional security it will add to the faxing process.
3. Organization is Crucial
If you want to give yourself and your team members a good chance of being successful, then you have to realize the importance of organization. Working in an environment that is disorganized and in a state of disarray can put you and your team at a disadvantage. Allowing the documents that you are faxing to become unorganized is a recipe for disaster.
Faxing the wrong documents or sending sensitive information to the wrong fax number can put sensitive data at risk. If you are tired of faxing mistakes occurring as a result of poor organization, it is time to make some changes.
Getting your office organized is no easy process. You will need to get the entire team involved in this process to make it successful.
Keep Your Sensitive Information Safe
Putting the tips in this article to use can help you keep the information you are faxing safe. The time and energy invested in securing this data will definitely pay off in the long run.