Did you know that the first patent for a fax machine was granted in the 1800s? Despite the invention of many modern technologies since then, faxing remains one of the most secure ways to send important documents.

If you’re wondering how to send a fax safely online, keep reading to learn four essential tips for securely sending faxes in today’s digital world.

1. Include a Signature or Unique Mark

One of the major advantages of faxing over other methods, like email, is that it’s more difficult to falsify. Faxes can be accompanied by an actual signature from the sender, which can be handwritten or digitally added. This helps to ensure authenticity, making it more challenging for someone with malicious intent to forge or alter the document.

For added security, it’s a good practice to include a signature or a distinctive mark on your fax. This makes it easier to verify the document’s legitimacy, reducing the risk of fraud. This is why industries dealing with sensitive information, such as finance and healthcare, often prefer faxing to emailing documents. It provides a level of security that protects them against phishing scams, ransomware, and other types of cybercrimes.

2. Choose a Reliable Service Provider

Before sending a fax online, it’s crucial to select a reputable service provider. Using an unreliable provider could expose your sensitive data to risks. Take the time to research customer reviews and ratings to get an idea of the provider’s reliability. Be cautious if there are no reviews, or if the reviews seem overly positive without any critical feedback.

Check the service provider’s website for information about their security measures. A trustworthy provider will be transparent about how they protect your data. If the security details aren’t readily available, don’t hesitate to reach out and ask. A quick and helpful response from their customer service can be a good indicator of their professionalism.

Once you find a reliable service, you can upload your documents in PDF or scan format and they will ensure that your fax reaches the right recipient.

3. Ensure SSL Encryption is in Place

For the safest faxing experience, make sure the service provider uses SSL encryption. SSL (Secure Sockets Layer) is a security protocol that encrypts all the information sent between computers. This means that even if a cybercriminal intercepts the transmission, they won’t be able to decipher the data, as it will appear as an unreadable jumble of characters.

Look for the “lock” icon or “HTTPS” in the URL of the provider’s website. These are signs that the site is using SSL encryption, which is vital for secure document transmission. If the website does not have HTTPS or an SSL indicator, it’s a sign that the service may not be secure enough to send sensitive documents.

For email-based faxes, ensure both you and the provider are using email services with secure connections, which adds an additional layer of security.

4. Sending a Fax In Person is the Most Secure Option

Although online faxing offers convenience, sending a fax in person is still the most secure method. When you fax documents in person, the physical transmission from the machine directly to the recipient’s machine minimizes the risk of interception. This is the safest option if it’s available to you, as it eliminates potential online threats.

However, sending a fax in person may not always be feasible. In those cases, following the other tips mentioned will help ensure your fax is secure.

Now You Know How to Send a Fax Safely

By following these four essential tips, you can send faxes online with greater confidence and security. Always remember to choose a reputable service, use encryption, and consider adding signatures or unique marks to your documents.

Faxing can be a secure and effective way to send important documents when done properly.