Technology has been advancing at a breakneck pace in the last few decades. This has given rise to the introduction of several new methods of communication in the world of business. This invariably leads to the question of the security of sending confidential documents through these new mediums like fax with google. According to the experts at www.business2community.com, choosing the most secure method of sending your document is the best way to remain safe from hacking, phishing, etc.
The primary means of sending documents in this day and age are through Emails and fax. Let’s take a deeper look into both these methods of communication:
Emails grew in popularity very quickly after its introduction to the general public due to its ease of usability as well as easy accessibility. The ability to send text as well as images which have been converted to any digital format through emails gives it a huge advantage. Larger documents are usually sent through email as attachments. Emails are very quick and efficient, making them a popular method among businesses.
Unfortunately, they are vulnerable to being hacked and can also become prone to phishing. The email users need to be alert to their email account activity as to accessing emails only from secure computers, no clicking on any unrecognized links and so on. The world has already seen many examples of how people have succumbed to various viruses when they were lured into clicking on an unofficial link which led to their computer systems getting infected with virus. This is one of the reasons why documents send through emails are not legally binding.
Till emails came into the picture, faxes ruled the business world as an efficient way of sending across relevant documents. Interestingly they are still being used by many corporate giants to this date. The process of faxing a document involves breaking down the text and images into 1s and 0s from one location and sending it through the telephone line to the destination. The fax machine at the destination point decodes the binary information and prints out a copy of the image that was sent.
Fax machines all over the world share a single protocol that is referred to as G3. This protocol instructs the fax machines on how to handle the image data that is sent between the devices. Sending a fax offers the advantage of speed as well as being legally binding. However, they have the disadvantage of requiring paper and toner to complete the process.
At the end of the day, both these methods have their own set of pros and cons, and it is you to the user to decide which method is apt in each situation. Computers can be infected with malicious software to gain access to emails, making them vulnerable. At the same time, faxes can be intercepted through the network using illegal means. So it is up to you to implement security practices regardless of which method you use to send your confidential documents.