Is faxing secure: How to fax from a computer safely

Although faxing may seem outdated, it remains one of the most secure ways to send business documents over long distances. In a world where businesses are rapidly shifting to paperless workflows, security is a top priority. This raises an important question: Is faxing truly secure?

To answer this, let’s explore the benefits of secure faxing compared to email. By the end, you’ll have a clearer understanding of which option is best for protecting sensitive information.

Why Many Businesses Still Rely on Faxing

Many industries continue to use faxing, especially for handling confidential information. While email may seem more convenient, faxing offers security advantages that make it a preferred choice for many organizations.

1. Stronger Encryption and Security Measures

One of the biggest concerns with email is its vulnerability to hacking, phishing attacks, and data breaches. Even when encryption is used, email security depends on both the sender and recipient having compatible encryption software.

Faxing, on the other hand, operates on the Public Switched Telephone Network (PSTN), which is much harder to intercept than an internet-based email. This end-to-end security makes it nearly impossible for hackers to tamper with the information being transmitted.

2. Compliance with Industry Regulations

Industries such as healthcare, finance, and legal services must follow strict data privacy regulations. Laws like HIPAA (Health Insurance Portability and Accountability Act), GDPR (General Data Protection Regulation), and FERPA (Family Educational Rights and Privacy Act) require businesses to protect sensitive information from unauthorized access.

Faxing aligns with these regulations because it provides controlled access, ensuring that only authorized recipients receive the documents. Additionally, digital faxing services create a record of all sent and received documents, providing an audit trail that helps organizations prove compliance.

3. No Attachment Size Limits

Email providers impose size limits on attachments, often requiring users to compress files before sending them. This can lead to reduced quality, formatting issues, or the need to use third-party file-sharing services, which can introduce security risks.

With digital faxing solutions, users can send large files without worrying about compression or storage limits. Many online fax services also offer unlimited cloud storage for securely archiving sent and received documents.

4. Legal Validity of Faxed Documents

Documents sent via email can be altered, making them susceptible to forgery. As a result, many courts do not accept emailed documents as legally binding evidence unless additional verification is provided.

In contrast, faxed documents are generally recognized as legally binding. Signed agreements sent via fax are considered valid because the transmission process provides a verifiable record that the document was received in its original state.

5. Email-to-Fax Integration for Convenience

Modern digital faxing services bridge the gap between traditional faxing and modern communication tools. Many providers allow users to send faxes directly from their email accounts, eliminating the need for a physical fax machine. This feature enables businesses to maintain fax security while enjoying the convenience of email.

6. Delivery Confirmation and Tracking

Unlike emails, which may get lost in spam folders or blocked by filters, fax transmissions provide delivery confirmation. Most online fax services notify senders of the transmission status, ensuring that important documents reach their intended recipients. Some services even offer audit logs and detailed transmission reports for additional tracking.

Documents That Should Be Sent Via Fax for Security

For maximum security, certain documents should be sent via fax instead of email. Here are a few examples:

1. Credit Card Information

Sharing credit card details via email increases the risk of fraud. If sending this information via fax, confirm that the recipient has a secure process for handling and disposing of sensitive data to prevent unauthorized access.

2. Tax Documents

When filing taxes, ensure that you are sending documents to the correct government agency fax number. If an accountant is handling your taxes, verify that they use a secure faxing service to protect your personal information.

3. Medical Records

The healthcare industry still relies heavily on faxing due to HIPAA regulations. When transmitting patient records, prescriptions, or other sensitive information, using a HIPAA-compliant fax service ensures data security and legal compliance.

4. Social Security Numbers (SSNs)

SSNs are a prime target for identity theft. Always verify the legitimacy of the recipient before sending an SSN via fax. While faxing is more secure than email, taking extra precautions is essential when handling highly sensitive personal information.

Conclusion: Why Faxing is a Safer Choice

While email is widely used for communication, it carries significant security risks, especially when handling sensitive business information. Faxing remains a secure and reliable alternative, providing encryption, compliance with regulations, and legal validity.

For businesses that require secure document transmission, digital faxing services offer the best of both worlds—traditional fax security with the convenience of modern technology.

Looking for a secure document-sharing solution? Try a PandaDoc demo today and see how easy it is to protect your business communications.