Even with the advent of new revolutionary technologies such as email, the usage of fax has not diminished completely. As technology has become more rampant in our lives, fax has also -developed its latest technological subsidiary: e-fax. In E-fax you are not required the obsolete, burdensome fax machine. Rather you can easily send business documents through online and internet via your smartphone, tablet or computers, just like you send emails. The debate between the two – e-fax and email, has been circulating for some time now. As there are no clear winners as to which alternative is more secured when it comes to sending and receiving business documents online, we are now going to analyze the pros and cons of both these alternatives.
Is Email more secured?
Even though nowadays our primary mode of communication – be it for business or informal communication has become email, email does have some security issues. When you try to send classified business documents via email, unfortunately, your documents have the risk of suffering from security breaches.
Google’s Gmail services, Yahoo’s Yahoo mail, Microsoft’s Hotmail and other email hosting sites are working relentlessly to provide you with the most convenient, safe and secure method of transferring files and communication. But these services do fall prey to the eyes of the hackers. Email is secured using encryption with reliable email id and password which is quite difficult to break into. But, the catch is, it is not impossible. If one falls victim to any professional hacker, he or she may become hacked quite easily. Emails are often victim to malicious spyware, virus, malware which are targeted to hack into your valuable information. You may even lose extremely sensitive information such as bank account/ credit card information/ other personal information to unwanted predators who would then use it against you in all the wrong ways.
However, you can install anti-virus software, tools and firewalls to protect yourself from these malicious attackers online. Anti-virus and firewall safeguard your valuable data against hacker to some extent, but a certain percentage of risks still remain.
Another benefit of email is that it can be sent to only one recipient without the involvement of machines or any third-party systems likewise faxes. So, your classified business documents would remain private.
Is E-fax more secured?
Faxes have been used in the business world for so long. This method of communication has been the number one staple mode especially when it comes to transferring business documents and files. Recent technological innovations may have made the traditional form of faxing obsolete, but manufacturers have stayed up to date and invented the paperless electronic fax version.
One of the most important reasons why e-fax is still used over email in the business set up is that documents which contain digital signatures or physical signature are considered legally binding. This legally binding characteristic is not available when you transfer documents through emails. Electronic faxes can be directly sent to fax machines and the receiver would receive a hard copy of the documents. You might think this may mean some of the more sensitive documents do not remain private. Well, this issue has been addressed by the manufacturers. They have optimized the option of sending the document directly into an email inbox. This means you have the full liberty to choose which sensitive information you would like to keep private to only one recipient by sending to their email inbox rather than printing a hard copy to fax machines.
Traditional fax machines previously used unsecured phone lines which could have been easily breached. But electronic fax deals with encrypted telephone lines which protects your data reliably. The most important benefit is that electronic fax is unaffected by the ever-present malicious malware, viruses, spams, trojans, bugs etc. which plague internet-based communications such as emails. This makes electronic fax highly secured compared to its adversary mode of communication: emails.
However, electronic faxes do not provide foolproof security for your classified documents. Electric fax uses the same network of faxes operated as other fax machines. This means that any person who somehow gains unauthorized access to the network can easily intercept your business documents. Some other way your business may fall into the unwanted hands is when you send physical copies of your documents to the fax machine. Anyone with access to that particular fax machine can then take a look at the files received.
Overall, both of these alternatives have pros and cons. But when choosing between the security of emails and e-fax, e-fax does come out as the winner without the risks of being plagued by internet viruses.