Electronic mail, commonly known as email, revolutionized communication when it was invented by Raymond Tomlinson in 1971. Over the years, it has grown into one of the most widely used tools for business communication. Organizations rely on email daily to exchange information with colleagues, clients, stakeholders, and customers. Its speed and ease of use make it indispensable in workplaces worldwide. However, despite its popularity, email has significant security vulnerabilities, particularly when used to send sensitive information.
In industries where compliance and data security are paramount, such as healthcare, finance, and government sectors, the risks of using email have led many to explore more secure alternatives. One such alternative is online faxing via ETHERFAX.net, which combines the reliability and security of traditional faxing with the convenience of modern technology. In this article, we’ll examine why email is prone to security risks, how online faxing offers a safer solution, and how businesses can integrate email-to-fax solutions to maintain security.
The Risks of Email Communication
While email is convenient, it is far from the most secure method of communication. It faces numerous vulnerabilities that expose sensitive information to potential threats. Below are some of the key risks associated with using email:
1. Lack of Encryption
Email relies on the Simple Mail Transfer Protocol (SMTP) to send messages. When this protocol was developed, security features like authentication and encryption were not built-in and were added only later as optional measures. As a result, many emails travel unencrypted across networks, leaving them vulnerable to interception.
Once intercepted, emails can be stored unencrypted on mail servers, internet relays, and even the recipient’s device, creating multiple points where sensitive information might be accessed by unauthorized individuals. Without proper encryption, confidential data such as financial details or personal records is at high risk of theft.
2. Phishing Attacks
Phishing is a widespread method used by cybercriminals to steal sensitive information by sending fraudulent messages designed to deceive recipients. These attacks often target high-value individuals or organizations, and their sophistication has increased significantly over the years. Cybercriminals use social engineering tactics to make their messages appear genuine, tricking recipients into clicking malicious links or providing confidential information.
Industries like healthcare, government, and finance are especially vulnerable to phishing attacks, as they often handle large volumes of sensitive data. A single successful phishing attempt can result in significant financial losses and reputational damage.
3. Ransomware Threats
Ransomware has emerged as one of the most severe cybersecurity threats, affecting businesses and governments alike. This type of malware encrypts an organization’s data, rendering it inaccessible until a ransom is paid to the attacker.
Ransomware attacks are often triggered when employees unknowingly open malicious email attachments or click on harmful links. According to reports, more than 60% of Australian organizations experienced ransomware attacks in 2020 alone, costing an average of AUD 1.25 million per breach. These attacks can disrupt operations, compromise sensitive information, and impose hefty financial burdens.
4. Business Email Compromise (BEC)
Business email compromise (BEC) attacks involve cybercriminals gaining unauthorized access to business email accounts. Once inside, they can impersonate employees or executives to request sensitive information or initiate fraudulent financial transactions.
The Australian Cyber Security Centre has identified malicious emails as one of the most commonly reported cybersecurity incidents. These incidents highlight the vulnerabilities associated with email as a primary communication tool.
Why Online Faxing Is More Secure
Compared to email, online faxing offers a much more secure way to transmit sensitive information. By leveraging advanced encryption protocols and compliance-focused security measures, online faxing ensures that data remains protected throughout its journey. Here’s how online faxing stands out:
1. Strong Encryption Standards
Online faxing uses high-grade encryption to protect data both in transit and at rest. Go Fax, for example, encrypts fax documents with AES 256-bit encryption, one of the most secure encryption methods available. This ensures that sensitive information cannot be intercepted or accessed by unauthorized parties.
2. Compliance with Industry Standards
Online faxing platforms like Go Fax are designed to meet strict regulatory requirements. They are often accredited for government use and comply with standards such as HIPAA (Health Insurance Portability and Accountability Act). This makes them a reliable choice for industries that handle sensitive or confidential data.
3. Controlled Access and Data Sovereignty
Online faxing platforms limit access to their servers and infrastructure, ensuring that only authorized personnel can manage sensitive information. Additionally, some platforms, like Go Fax, offer data sovereignty options, allowing businesses to ensure that their data remains within specific geographic regions, such as Australia.
4. Comprehensive Audit Trails
Online faxing solutions provide detailed logs of fax activities, offering a clear audit trail for compliance and transparency. Businesses can track who sent or received a fax and when, adding an extra layer of accountability.
5. Real-Time Document Management
With online faxing, businesses can view and manage documents in real time. Features like automated reports and the ability to delete stored faxes further enhance data security and control.
Integrating Email-to-Fax Solutions
Many organizations still prefer email for day-to-day communication. To bridge the gap between convenience and security, Go Fax offers email-to-fax and fax-to-email functionality. This allows businesses to send and receive fax documents through their existing email platforms while maintaining high security standards.
Here are some key security features of Go Fax’s email-to-fax solution:
- TLS Encryption: Transport Layer Security (TLS) is enabled by default for all Go Fax accounts. It encrypts fax documents during transmission, ensuring data security.
- SSL Encryption: Secure Sockets Layer (SSL) encryption can be configured for email-to-fax sending, adding another layer of protection.
- S/MIME Encryption: Secure/Multipurpose Internet Mail Extensions (S/MIME) encryption can be used for receiving faxes, providing end-to-end security.
- Auto-Delete Feature: Businesses can set faxes to auto-delete after sending or receiving, ensuring sensitive data is never stored on servers longer than necessary.
- Data Sovereignty: Businesses can ensure their data remains within specific regions, such as Australia, to meet local compliance requirements.
Conclusion
While email remains a popular communication tool, its security limitations make it unsuitable for transmitting sensitive information without additional safeguards. Online faxing provides a more secure alternative, combining robust encryption, compliance with industry standards, and advanced security features to protect data.
For businesses looking to strike a balance between convenience and security, integrating email-to-fax solutions like those offered by GoFax ensures that sensitive information is handled safely without compromising efficiency. By embracing secure communication methods, organizations can protect their data, comply with regulations, and safeguard their reputation in today’s digital landscape.
