Encrypted EmailFor a message to be considered private, the message must be encrypted before it leaves the computer and remain encrypted until the recipient receives it. There are many options available on the market right now for encrypted emails. They give a higher level of security, but there’s an issue with this method, as well. While you can encrypt your email server connection and use encryption protocols to send it over, it’s not always possible to make sure the recipient has the same set of security practices in place. In other words, you might have securely sent out your documents, but that does not mean they were delivered securely.
Traditional FaxNot only are traditional fax machines susceptible to hackers, but they also have a big margin of human error associated with them. What if you dialed the wrong number? What if the fax machine is standing in the middle of an open office, where anyone passing by can have a look at the received documents? Also, consider the fact that a fax is kind of like an image of a document, which means it’s very easy to forge.
Fax Over IP or Online FaxMany of the solutions that include fax over the internet equipment offer a level of cybersecurity that companies need. Cloud-based, online fax solutions add a level of security because of the simple fact that documents generated are stored in the cloud, which lessens the chance that a printed page could be lost, discarded, or stolen by any employees passing by the recipient’s fax machine.
The In-Person Hand-OffWhen it comes to secure document exchange, it’s hard to beat the old-school in-person hand-off. It may not the most glamorous way in our digital age but there are no transmission methods that are more secure than physically placing your documents in the hand of the person you want to give those documents. You can still give it a digital touch, such as by handing them a password-encrypted USB thumb drive. The important thing with this method is that there is no middleman, no intermediary between you and the recipient of the documents. No security breach, non-encrypted transmission method could expose your sensitive data.
What Can Companies and Individuals Do to Protect Their Information?It’s undeniable that the security and privacy of sensitive and confidential data should be by now a board-level discussion in every organization, as companies’ security needs are constantly evolving due to increasing threats. According to a research conducted by IBM and Ponemon Research Institute, the average total cost of data breach increased by 23% over last 2 years. The education of all employees, as simple as it might seem, is an easy way to prevent a lot of problems. Teach your workers to not click on suspicious attachments, or help them understand the benefits of keeping their software up-to-date. Also, have a written policy of what should be sent by email and what shouldn’t. Companies need to be prepared to employ world-class services that address threats across each aspect of their business so they can build a strong security posture that reduces costs, improves service, and manages risks. Individuals should also take these threats into consideration and decide which is the best method for secure document exchange based on the sensitivity of the data they’re about to transmit. The expression "better safe than sorry" take all its sense when it comes to cybersecurity!