Presently, data security management is a serious concern due to the higher chances of cybersecurity attacks. All industries ranging from financial to healthcare, have faced this issue. The national markets, healthcare sectors, and educational and even information technology companies face the problem of security of health information and data. The confidential data and documents must be transmitted in a safe way to avoid unauthorized access to information. Identity Theft Resource Center (ITRC) has revealed several cases of security breaches each year, and only a few cases get reported. In this regard, it is crucial to find a safe way to transmit documents and confidential data. The question, which arises in such a case, is whether it is an effective way to safely exchange confidential and sensitive data and information in the present time.
Some of the methods used to transmit confidential data safely and maintain cybersecurity are demonstrated below.
Email is a commonly used method to transmit confidential data and information and considered safe by most. However, there are different threats associated with this mode of passing sensitive data. When sending an email, it travels from the server to the sender. However, the message passes through many servers during this process. This process is why confidential information such as social security numbers, debit, or credit card numbers should not be transmitted through email.
Encrypted Email
The message can be encrypted to make the message private before sending it to the recipient. A message remains encrypted until reaching the recipient. For encrypted emails, different methods are available in the market with varying levels of security. The importance of this approach is high-level security, but this process also has an issue. Encrypting email server connection and sending an email via encryption protocols, the problem occurs if the recipient does not have the same security practice. Thus, one may use a safe way to send documents and data, but it is not sure that these are delivered safely and secured.
Traditional Fax
Transmitting confidential documents and data through traditional fax is another way to send information; however, it is not safe. Nevertheless, classic fax machines are not reliable and susceptible to human error and hacking chances. The questions to its safety are dialing the wrong number or chances of documents received by any other person. Also, fax is an image form of a document, which is easy to forget.
In-Person Hand Off
The most secure document and data exchange is the in-person hand-off; however, in the digital age, this method is outdated. Despite its safety, it cannot be used extensively due to increased time consumption.
Online Fax
Presently, an approach used for exchanging data and documents is fax over internet equipment. This method is associated with an increased level of security used by companies. Some of the examples are online fax solution, which is cloud-based. Using this approach leads to the storage of documents or data in the cloud, and thus, the chances of data loss, fraud, or deletion is less likely. This information can then go directly to the recipient with the use of a fax machine. The transmission of bookkeeping data can also use this method.
Some companies are concerned about using a safe approach to transmit confidential documents and information. Training of employees to avoid suspicious opening attachments can be useful in meeting security needs to some extent. Keeping updated software can build security and prevent the breach of confidential data and documents. The privacy and security of sensitive documents are susceptible to threats. Each transmission method has its pros and cons and should be considered while deciding which process to use.
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