There are millions of people out there who couldn't get through a day without email. It helps them to stay connected with colleagues and friends in a way that is perceived to be instantaneous. But as an enterprise channel, is email doing its users any favors?
it is starting to become realized that email, while unlikely to be eradicated from the workplace completely, is being used to a degree that is unsuitable given its limitations. Not only are the security methods that surround email easily foiled in a number of instances, but the inbox-style structure behind it has been commonly considered a barrier to productivity.
The solution to these issues is two-pronged, and it starts with developing stricter email regulations in the office. But this alone will not be enough. If one channel is taken away, another one has to be put in its place to discourage rogue usage. The second part of putting email in its place can be achieved through cloud-based faxing. By taking the inherently secure nature of fax technology and updating it for modern mobility needs, businesses can foster innovative productivity without risking data loss.
Email subject to fraud and deception
One of the biggest problems with email is that it is easily hijacked. All a criminal needs is a good scam and a few addresses and they can easily obtain sensitive information and distribute malware. Recently, one such ruse used the United States Post Office as cover, prompting recipients to click a link for a shipping label for a supposedly undeliverable package. Following the hypertext begins a download of harmful programs that can steal personal and professional data alike.
This is just one example of phishing – a concept that's been around since the old AOL days when "Nigerian princes" needed help hiding their fortunes. The tactics may have changed and a majority of people may have wisened up to such schemes, but it is still more than possible for someone to be fooled through an effort of deception – no matter how savvy they think they are.
What's more, the encryption methods that protect email are often considered to be weak at best. Effective password creation is not a strong point for many people, who are likely to use combinations like "12345" to defend valuable files. Hackers are going to try common passwords right off the bat when attempting to break into an email account, and more often than not, they are likely to succeed thanks to weak credentials.
Using Internet fax is a great way to prevent mission-critical documents from leaking out to unsavory characters. Fax is still required by law in many industries because it is much more secure than email. Taking this process into the cloud allows for mobility to be embraced without sacrificing protections.
Inboxes are historically chaotic
It's no secret that not all email is valuable. Even if it isn't connected to a scam or malware, spam messages can easily flood inboxes if filters are not properly put into place – and sometimes even if they are. Additionally, a large amount of internal emails are likely not critical to the tasks of any given day – missives from HR about dress code are likely to go overlooked, or even crowd the screen so much that important messages get lost in the clutter.
According to Financial Times contributor Stephen Pritchard, email is more of a timewaster than an effective business channel. The structure and the culture that have arisen from it are counter-effective to actual progress within the organization – an issue that has only been exacerbated by the rise of mobile devices.
"Our ability to communicate on the move also means that some people barely stop sending messages, contributing to the information overload," stated Pritchard. "And too many of us fall into the 'cc' culture, copying ever-larger groups of colleagues on email trails. Senior executives can fall into the trap of micromanagement by email, commenting on and forwarding messages that would be better dealt with at a more junior level."
Cloud-based fax can help on this front, as well. Faxes are generally reserved for important information and documents. Designating this channel as a fast-track to vital files can help email become further regulated to casual transmissions and broad, office-focused announcements that carry no serious weight.
Time for cloud-based faxing
Email has proven time and again to fall short for the purposes required of it. It is easily hacked, susceptible to major scams and is all-around ineffective as a go-to channel. Businesses need to rethink their communications structures. In order to handle these changes, it will be critical to implement cloud-based fax.
Enhance enterprise communication, collaboration and compliance efforts with a proven FoIP solution from FaxCore. Contact FaxCore today to learn more about their 'Partly-Cloudy'cloud fax solutions.
