Fax machines were once a staple of every office, but nowadays, many businesses do not even have one. So, what are businesses now using to share documents?
John Joyce, co-owner of CRS Technology Consultants, joined Gulf Coast News to talk about scan-and-send technology and what you need to know to protect your files.
A 2024 study found that 17% of businesses use a fax machine. These businesses are document-heavy organizations in industries such as health care, legal and real estate. However, the fax machine as a separate, stand-alone device is becoming obsolete.
Scan-and-send technology is the new fax machine. It is built into many printers and copy machines. You can also use your cellphone as a fax machine through apps and scanning software. Scan-and-send technology uses the internet rather than telephone lines to transmit files. This means your files are moving through the same space where cybercriminals operate.
Faxes send data over telephone lines, which are somewhat insulated from cyberattacks. However, you could end up typing in the wrong number and sending documents to the wrong place. Also, printouts could be picked up by someone other than the intended recipient.
With scan-and-send technology, encryption can protect information. Also, documents are sent directly to a recipient’s email rather than a general office line. But similar to the fax machine, if you type in an incorrect email address, files could go to the wrong person. Also, machines can save a record in their memory.
For more information, CRS Technology Consultants has created an online resources page at CRSTC.com .
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