Thousands of data breaches are reported annually, with the numbers increasing each year. When it is necessary to send or receive faxes, businesses will want to make sure they are doing so as securely as possible to help prevent a potential data breach. Using the right services and making sure the fax is sent properly can help reduce the chance of a data breach. Use the following to learn how to do this when using encrypted cloud fax solutions.
Use the Right Cloud Fax Service
The first step should be to find the right cloud fax service to use. There are some free ones available, but they often have minimal to no security. There are paid ones that are likely to be a little more secure, but they may not be secure enough for businesses to be in compliance when sending or receiving sensitive healthcare faxes. Instead, it’s important to look at the options for a cloud fax service carefully to make sure it is in compliance with HIPAA and other regulations.
Confirm Fax Numbers Before Sending
It is always a good idea to confirm fax numbers before sending or receiving faxes. Being off by one number is enough to cause issues, because the data could be sent to the wrong person. Instead, it is recommended to call and ask for the fax number before sending a document to make sure it is the correct number and that the document will only be received by the intended recipient.
Minimize Information Being Sent
Businesses will also want to minimize the information being sent. In a healthcare facility, if paperwork needs to be sent to another office, it’s recommended to only send the necessary paperwork and not anything else the patient or a worker has filled out. With less information sent, it’s less likely that a breach will occur and, if it does, that someone will get information from the documents.
Use a Cover Sheet to Prevent Views
Even when a document is being sent through the cloud, it’s a good idea to use a cover letter. This helps obscure the document being sent, so if someone happens to see it, they won’t be able to see any sensitive information. A cover letter doesn’t need to be complex, since it’s used for protection against unauthorized viewing, but it should include basic information about who is receiving the document and what it includes.
Store Documents Properly to Prevent Access
Once documents have been uploaded and are ready to send or have been received and need to be downloaded, it’s important to make sure they’re stored properly. It is possible to store the data in the cloud, but it is necessary to make sure the data is encrypted and that it is as secure as possible. Businesses will want to implement best practices for safely storing data in the cloud to minimize the potential for a data breach.
If you need to be able to send and receive faxes, moving to a cloud-based solution can be more cost-effective and convenient. However, it can also be riskier because of the potential for a data breach. Use the information here to make sure documents are secure when they are sent or received and to reduce the potential for a data breach to occur.