Murphy's law is an age-old concept. It dictates anything that can possibly go wrong will, in fact, go wrong. In this sense, leaving something up to chance will most likely result in failure. This is why email is best left out of the enterprise – it has too many opportunities to let down its users.
While email has its uses, it is generally over-relied upon. The standard encryptions that are typical of the channel are prone to hacking. Additionally, the general organization and operation of the interfaces are not foolproof – it's easy to accidentally attach an unintended recipient to a sensitive message. This is one of the biggest ways that data is lost. As such, alternative means of messaging need to be sought.
When important documents have to be sent within or beyond the confines of the company, email is not necessarily the best option. Faxing has historically been more secure, but the machines that facilitate it have not aged well. By taking the concept of faxing and engaging in it through a software-defined interface and the cloud, it is possible to send and receive files without concern.
Email a major culprit of data loss
It doesn't take a malicious insider at a company for information to leak. In fact, accidental loss and inadvertent risk-taking are some of the biggest sources of enterprise woe. Sensitive missives can be CC'd to people with no company affiliation and phishing campaigns can spread harmful links throughout business accounts. All it takes to steal privileged data is a list of addresses and a well-crafted message that appears to be from the company itself. This is a recipe for a massive malware infection.
According to Privacy Rights Clearinghouse, there have been more than 1,800 publicly-acknowledged breaches connected to hacking, malware and unintended disclosure since 2005. This has resulted in almost 7 million files being compromised, including records from the healthcare, financial, educational and government sectors. That's a lot of sensitive information that has been accessed by cybercriminals or leaked from misguided messages – and a valid reason to re-think enterprise communications.
Cloud-based fax is a necessary tool
The fact of the matter is that email isn't appropriate for a number of the things it's used for. The channel is inherently weak against the evolving nature of cybercriminals in addition to being risky in its operation. Preying on the emotions of targets is a key attribute of many online attacks, meaning that even the best-equipped employees can find themselves clicking links they can't trust and sending information out of fear.
"Unfortunately, scammers have kept up with the technology trends," wrote Fresno Bee contributor Blair Looney. "Today, an average person receives more email than regular mail… Sometimes scammers claim in the email that the victim was mugged, robbed or they simply lost their wallet, leaving them stranded and penniless, usually in a foreign country. Scammers prey on your emotions to get you to pay. If you have a friend or relative in need and it is an emergency, most people are ready and willing to help."
This is why it is important to have cloud-based faxing in the enterprise. Fax machines still provide a very secure, useful connection, but they are not properly geared for modern mobility. This is an issue that can easily be resolved with applications and the cloud. Faxes can now be sent and received from smartphones and tablets – even if the other party is using traditional hardware. This not only improves the security surrounding sensitive documents, but it also allows for faxing to transcend geographical limitations. This can be a major productivity boost for those companies with remote workers, satellite offices or even organizations that are expanding their operations. Not having to purchase and hardwire new fax machines saves time and money that can best be used elsewhere.
Faxing in the cloud is not just a nice asset to have – it is proving to be an essential tool for countless industries and businesses. In order to best enable modern employees, online fax service will be an important investment to consider.
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