When you’re in an enterprise business, your faxing needs are elevated and of great importance. Sending and receiving high volumes of faxes by a traditional fax machine can be time-consuming and inefficient. An enterprise fax solution like eFax provides a secure, scalable and compliant solution. 

A flexible mobile app and seamless integrations with your existing workflow help your business boost productivity. As you’re considering an enterprise fax solution, this article can help you understand the key benefits of switching to enterprise-grade cloud faxing and why you should consider eFax as your partner.

Ready to start? Jump into eFax and get started today!

What is an Enterprise Fax Solution?

An enterprise fax solution is a way to send and receive documents by fax online. Instead of relying on traditional fax machines, enterprise businesses can upload their documents to their computers or mobile devices and then securely send them to recipients through a faxing portal or email. 

5 Key Benefits of Switching to Enterprise Grade Cloud Faxing

There are many reasons why you should shift from traditional, physical fax machines to enterprise-grade cloud faxing. Here are our top five key benefits of adopting a cloud fax solution:

1. Security: Enterprise-grade cloud faxing uses security measures like encryption, two-factor authentication, HIPAA compliance and more to keep your sensitive data protected from unauthorized viewers.
2. Ease of use: Modern cloud fax solutions offer easy-to-use interfaces with the ability to upload your documents as images, import contacts from your mobile device, create your own fax cover sheet and more.
3. Reliability: Count on continuous server uptime, robust security, easy integration with your existing devices and responsive support teams when you use an enterprise cloud fax service.
4. Improve efficiency: Sending faxes from an enterprise fax server means you don’t have to leave your desk. When you can quickly upload multiple documents, sign them and send them using a corporate fax solution, your team can work more efficiently.
5. Reduce overhead: Enterprise cloud fax solutions don’t require paper, ink, toner, a dedicated phone line or costly maintenance. Since you can also choose a flexible faxing subscription to meet your faxing volume needs, you can reduce overhead costs you’d experience with a traditional fax machine.

Upgrade to Cloud-Based Enterprise Fax Solutions with eFax

eFax offers an enterprise fax solution called eFax Corporate® that can help you streamline your organization while improving security and efficiency. When you make the switch to cloud-based faxing, you can expect improved efficiency and reduced overhead for your processes. eFax provides the following benefits:

• Cost-efficient: With eFax, you can expect a reduced per-transaction cost of more than 85% compared with traditional faxing. 
• Compliant: eFax helps your business comply with regulatory standards like HIPAA, SOX, GLBA, PCI and others. 
• Flexible plans: eFax offers multiple tiers of subscription plans so that you can adjust your selection to your faxing volume, compliance and administrative needs.
• Powerful workflow integration: The eFax API gives you the ability to integrate eFax into your existing workflows and the tools you already use daily.
• Secure and encrypted: eFax Corporate employs TLS and 256-bit encryption methods to keep your sensitive documents protected in transit and at rest.
• Signature support: With electronic signatures, you can get your documents signed anywhere, including on mobile devices. 

Enterprise Fax Solutions Tailored for Diverse Industries

No matter which industry you’re a part of, an enterprise fax solution can fit into your business organization. You can tailor a corporate fax solution to work with many diverse industries, such as:

• Healthcare industries rely on interoperability and centralized administration. Enterprise fax solutions typically offer access control and reporting, as well as one platform you can use to share health data with providers and patients securely.
• Banking and finance institutions need secure faxing capabilities for underwriting documents and financial records. Enterprise cloud fax solutions deliver advanced data encryption to protect sensitive financial information.
• Real estate businesses require on-the-go, flexible corporate fax solutions. An enterprise fax server can give realtors the ability to send and sign contracts, inspection reports and more from a mobile device.
• Legal offices rely on corporate fax solutions with security and encryption features. Client and case confidentiality is a crucial component for legal offices, as sensitive information must not fall into the wrong hands.
• Education institutions deal with tons of daily data, from student information and enrollment to records and payments. When multiple departments need access to the same data, an enterprise fax server can centralize access and easily manage high volumes of documents.

Experience the Future of Secure Enterprise Faxing with eFax Corporate

The future of secure enterprise faxing is here, and it’s with eFax Corporate. eFax Corporate offers products that contain security features like 256-bit AES encryption, HIPAA-compliant cloud fax authorized to transmit and store sensitive data and 24/7 security and compliance support. eFax has made it a mission to help you maintain your data integrity and stay secure and compliant.

What Customers Say About eFax Corporate’s Online Fax Service?

Don’t let us do all the talking about eFax Corporate’s online fax service! Here are the comments our customers have been making about eFax’s enterprise faxing solutions:

• Melinda C., a business consultant for a larger company, says, “I live out in the middle of nowhere and it is difficult for me to get to the office to fax one or two things…eFax eliminates that need and is much more cost effective than having a dedicated phone line…I love the security features.”
• eFax customer Pandia says, “Sending fax over internet to a local or toll free number is extremely easy using its simple interface integrated with your email account. Enhanced features like digital signature and integration with mobile apps are like icing on the cake.”
• ZDNet, which uses eFax, has this to say: “What I like about eFax is that it includes a share extension, so I can fax from almost all iOS apps that support sharing. This makes it easy to fax a document from almost all of my apps.”

Effortlessly Manage Enterprise-Level Faxing With eFax

With enterprise plans specifically tailored to high-volume faxing and dedicated customer support, eFax makes your enterprise-level faxing effortless to manage. You can keep your current fax number or request a new one from eFax for a seamless transition from your existing faxing system.

Law firm compliance is crucial to maintain client trust and adhere to legal standards. This article discusses the importance of compliance in law firms, common challenges faced and best practices to navigate these issues. You’ll learn about key compliance standards, the role of digital communication solutions and the benefits of online fax in maintaining secure communications.

The Importance of Law Firm Compliance

Compliance for law firms includes adherence to laws, regulations and ethical standards that govern your legal practice. 

Maintaining compliance is critical for a few reasons: 

1. It helps you build and maintain client trust. 
2. Non-compliance can lead to severe consequences. 
3. It’s not just about avoiding penalties, but establishing credit. 

When clients know their sensitive information is handled in accordance with legal standards, they’re more likely to remain loyal to the firm.

Without law firm regulatory compliance, you may face financial penalties that can significantly impact your operations. Plus, reputational damage can occur when you fail to meet compliance standards. This can lead to a loss of clients and business opportunities. In severe cases, you risk disbarment if you don’t follow legal and ethical guidelines.

With compliance, you establish a culture of integrity within your firm. When compliance becomes part of a firm’s identity, it fosters a sense of accountability among staff. This culture can enhance your overall reputation and contribute to long-term success.

Key Compliance Standards for Law Firms

Law firms must adhere to various compliance standards that govern their operations and practices. Understanding these standards is vital for law firms to navigate the complex regulatory landscape. Compliance with these standards helps ensure that firms protect client information, uphold ethical responsibilities and maintain operational integrity. 

Some common compliance standards in the legal industry are:

• Data protection laws
• Legal ethics rules
• Anti-money laundering (AML) regulations
• Client confidentiality standards
• Continuing legal education (CLE) requirements 

As a lawyer, your responsibilities are vast. Data protection laws like the General Data Protection Regulation (GDPR) in Europe and those like the Health Insurance Portability and Accountability Act (HIPAA) in the U.S. protect certain client information. And, legal ethics rules, set by state bar associations, dictate how lawyers should conduct themselves professionally.

AML regulations require firms to monitor transactions and report suspicious activities to prevent money laundering. Plus, you’re obligated to protect your clients’ confidential information and follow guidelines set forth by professional conduct rules and participate in ongoing education to stay updated on the law and maintain your licenses.

Failure to comply can lead to serious legal repercussions and damage the firm’s credibility. To explore the challenges associated with managing critical documents, learn about digital documents, compliance and the cloud. 

5 Major Compliance Hurdles Law Firms Need to Address

Maintaining law firm regulation compliance can be challenging, with various hurdles that need to be overcome. The challenges stem from the unique nature of legal practice and the ever-evolving regulatory environment. Addressing these hurdles is critical for you and your firm to maintain compliance and avoid potential legal pitfalls.

1. Data Security

As cyber threats grow, securing client data should be your top priority. To prevent data breaches, you need to implement strong security measures like encryption, firewalls and regular security audits. Protecting your client’s sensitive information is essential to maintain trust and compliance.

2. Ethical Dilemmas

Ethical challenges, like conflicts of interest, can complicate your compliance efforts. It’s important to have clear policies in place to navigate these dilemmas. By addressing potential conflicts head-on, you can maintain legal ethics and avoid compromising your firm’s integrity.

3. Regulatory Changes

Laws and regulations are constantly evolving, and it’s essential to stay updated on any changes that may affect your firm. Regular training and policy updates are key to ensuring ongoing compliance. Staying informed will help you adapt quickly and avoid legal pitfalls.

4. Resource Limitations

If you’re in a smaller firm, resource limitations may present a significant obstacle in maintaining compliance. With limited personnel and budget, finding cost-effective solutions becomes essential. Prioritize necessary compliance measures and look for affordable, efficient tools to help you stay on track.

5. Training and Awareness

Making sure your entire team understands compliance is critical. Regular training sessions are necessary to reduce risks and reinforce a compliance-driven culture. Though it takes time and resources, investing in continuous education will strengthen your firm’s overall compliance efforts.

Effective Strategies for Tackling Law Firm Compliance Issues

To successfully navigate compliance challenges, you must adopt effective strategies. Actionable tactics help you create a structured approach to compliance that minimizes risks and assures adherence to regulations. 

By implementing these best practices, you can strengthen your law firm compliance programs and build a culture of accountability. 

Develop a Compliance Program

Create a formal compliance program that includes detailed policies, procedures and training sessions for your team. Your program should outline all of your law firm compliance requirements and be easily accessible to everyone in the firm. 

A well-structured compliance program helps keep staff informed and makes sure that they know how to handle various common challenges. Regular updates to the program will help maintain its relevance as regulations evolve.

Stay Updated on Regulations

As a proactive way to stay ahead of regulatory changes, appoint a compliance officer or team. This team should be responsible for monitoring legal and regulatory updates, making sure the firm adapts to any new requirements promptly. 

By staying informed, your firm can avoid compliance issues and potential penalties before they arise. Regular communication between the compliance team and other departments will help make sure that your team stays on track.

Implement Security Protocols

Invest in secure communication tools like eFax. This is a key step in protecting client data. Implementing encryption, firewalls and other security measures helps safeguard sensitive information. 

Additionally, regular reviews and updates to your firm’s security protocols are necessary to adapt to new cyber threats. A proactive approach to data security makes sure your firm maintains confidentiality and meets legal requirements.

Conduct Regular Audits

Regular compliance audits are key to evaluating the effectiveness of your practices and policies. Audits help you identify any areas where your measures may be lacking or need improvement. 

By performing audits, you ensure that your firm stays aligned with current regulations and that any shortfalls are addressed before they become more significant issues. Regular reviews also demonstrate to clients and governing agencies that you’re committed to maintaining high standards.

Foster a Culture of Compliance

Promote a strong culture of compliance by making it a core value of your firm. Encourage all employees, from junior staff to senior attorneys, to prioritize adherence to regulations in their daily work. 

Recognize and reward employees for their compliance efforts to help reinforce the importance of following protocols. An environment where compliance is seen as a shared responsibility makes it an integral part of your firm’s operations.

The Crucial Role of Digital Communication Solutions in Modern Law Firms

The rise of digital communication solutions has transformed how law firms operate. By leveraging secure cloud technologies for regulated industries, you can improve compliance efforts while you refine your overall efficiency. 

Here are key reasons why secure solutions are essential:

• Enhanced security
• Improved accessibility
• Cost efficiency
• Streamlined processes
• Easier compliance

Digital solutions often provide better security features than traditional methods and reduce the risk of data breaches. Plus, cloud-based systems allow lawyers to access documents and communicate with clients anytime, anywhere. This makes it easier to manage cases on the go.

Moreover, electronic communication can reduce the costs associated with paper, printing and storage, allowing you to allocate resources more effectively—These solutions help automate tasks, which improves efficiency and productivity, leading to better client service.

Many digital solutions offer features that help maintain compliance, like secure data transfer and storage. These features can simplify the compliance process. 

For more details, examine online fax solutions for the legal industry.

eFax Protect: An Online Solution for Compliant Legal Communications

eFax Protect is an ideal solution for law firms that want to maintain compliance and secure communication. As a modern alternative to traditional faxing, eFax Protect provides numerous benefits that align with the unique needs of the legal industry. 

Here are some benefits of eFax Protect in the legal industry:

• eFax Protect helps you make sure sensitive information is transmitted securely, which reduces the risk of data breaches and unauthorized access.
• Our software includes features that automatically archive sent and received faxes, which aids in compliance with record-keeping regulations.
• Many eFax services integrate with common legal practice management tools to streamline workflows and improve efficiency.
• Online fax eliminates the need for dedicated fax machines and supplies, which reduces overhead costs and enables you to invest your resources in other areas of your business.
• The eFax platform is easy to use and enables lawyers and staff to send and receive faxes with minimal training and effort.

These benefits make eFax an ideal solution for law firms that prioritize compliance and secure communication. Start faxing online today! 

Fax is still extensively used in the healthcare industry — from transmitting vital patient information to urgent prescriptions. Now, you might think, don’t we already have eCRs (Electronic Case Reporting)? 

Yes, but eCRs have a lot of catching up to do. According to the CDC, only 40% of U.S. hospitals have been able to incorporate ECR in their systems. For the rest, online fax continues to champion communication between pharmacies and hospitals.

In this article, you will learn all about fax prescriptions and how to fax a prescription to a pharmacy or hospital.

What Is a Fax Prescription?

A fax prescription is a written instruction from a doctor or qualified healthcare professional containing a list of medicines and directions for the patient. Patients can get their prescriptions filled faster because they are sent to the pharmacy directly from an approved doctor.

However, not all pharmacies accept faxed prescriptions, especially for controlled substances. If you’d like to have a faxed prescription, here are a few points to keep in mind:

• You should ideally select a known pharmacy to fax a prescription. 
• You shouldn’t fax a prescription directly to a pharmacy by yourself. Instead, ask your healthcare professional or a qualified medical staff to do it.
• Ensure the faxed prescription has all the necessary information, including the prescriber’s signature.
• Although you’re sending out a fax prescription, always call the pharmacy in advance and inform them.

Why Choose Faxing Prescriptions Over Emailing?

Email is the most common mode of communication. But faxes enjoy an upper hand in healthcare for more than one reason:

• A fax prescription is HIPPA compliant: The HIPAA Privacy Rule has specific guidelines that allow physicians to use fax to share confidential patient data. All covered entities, including clinics and hospitals, need to maintain “technical, physical and administrative measures” to safeguard patient health information (PHI).
• A fax prescription promises greater privacy than emails:  A recent report showed over 90% of businesses using emails deal with data loss and exfiltration issues — a risk the healthcare industry can’t afford to take. Online faxes, on the other hand, are more secure as the messages are transmitted over secure channels to people with the right credentials, reducing unauthorized access.

Faxing Prescriptions: Who Can Do It Within Legal Boundaries?

No one can fax a prescription to acquire medicines directly from a pharmacy or a hospital. This helps prevent substance abuse, medical fraud and illegal drug distribution. Pharmacies and hospitals have strict rules to verify a fax prescription and the sender’s identity before fulfilling an order. 

Most prescription fax forms come with a clear, written message that reads something like “THIS FORM MUST BE FAXED FROM A PRESCRIBER’S OFFICE TO BE VALID.” 

Only the following covered entities can send out secure fax prescriptions: 

Healthcare Institutions

All clinics, hospitals and medical facilities are eligible to fax prescriptions to a pharmacy. This is because the documents sent from a registered healthcare institution are pre-verified. Patients can get their prescriptions filled faster while healthcare institutions can ensure the right medicines reach the hands of the right patients. So, it’s always advised that you request your healthcare provider to fax a prescription from their office.

Doctors with a Valid License

Doctors practicing independently can also fax prescriptions to a pharmacy on behalf of their patients. That includes prior consultations, too, considering a patient has similar symptoms. However, not all doctors would agree. But if you know a pharmacy personally, you might consider requesting a faxed prescription. 

NOTE: Parents or caregivers can fax a pharmacy to get the medicines on behalf of the child. If it’s a new pharmacy, always call them before sending the fax. They might ask for additional documents to verify identity and establish a relationship.

How To Fax a Prescription: Step-by-Step Instructions

Faxing a prescription to a pharmacy is easier than you think. Besides reduced overhead costs, online fax offers streamlined workflows that use your existing technology. Here are step-by-step instructions to send an online fax using eFax: 

• Go to eFax.com
• Login to your eFax account.
• Click “Send Faxes“.
• Fill in the recipient information fields, such as the fax number, first name, last name, company and country. If you already know the recipient pharmacy, choose their information from the eFax address book. 
• Next, choose the “Include Cover Page‘ option. 
• Write the subject and brief message to be added to the over-page template.
• Click “Browse” and select the document you wish to fax from your hard drive or cloud storage. 
• You can fax up to 10 documents in different file formats (JPEG, PDF, MS Word, Plain text, etc.) in one go.
• Once you have selected the documents to be faxed, click “Open.”
• Next, choose a preferred email address where you want the confirmation message to be sent. 
• Hit “Send Fax” and Voila! You’re done!

Faxing prescriptions using eFax is super convenient and saves time and money. Plus, since it’s a HIPAA-complaint service, healthcare institutions can send and receive confidential patient information securely while complying with data security regulations. Find out how to fax a prescription using eFax from other devices.

What Should Be Included in a Faxed Prescription?

The requirements for a fax prescription vary from one hospital to another. Still, there are some standard points that you should include, like:

• Full name of the patient
• Date of birth
• Current residential address
• Contact info (phone number, email address, etc.)
• Hospital name and department
• Name of the pharmaceutical brand
• Medicine form (solid, oral, intravenous) and dosage 
• Signature of the prescriber and contact info

NOTE: Always ensure the prescription has the drug’s name printed legibly. It should also mention the strength, quantity (both in numbers and words), direction of use and date.

Are Faxed Prescriptions Secure?

Yes, faxed prescriptions are secure. However, you need to comply with some regulations while sending and receiving prescriptions via online fax. 

According to the HIPAA guidelines, all covered entities working with faxed prescriptions must maintain the highest standards of data privacy when handling critical patient info. This includes standard practices like: 

• A pre-identified HIPAA-compliant fax system for transmitting patient information.
• Restricted access to the fax facility to prevent unauthorized access.
• Encrypting critical patient data to prevent eavesdropping and data leakage.

HIPAA-Compliant Faxing: Send Medical Prescriptions Securely with Ease

eFax Protect is a one-stop destination promising a comprehensive online faxing solution. Besides its easy-to-use interface and straightforward faxing workflows, here’s what makes eFax Protect the trusted HIPAA-compliant faxing partner among doctors and healthcare institutions:

• Un-compromised security: eFax stores your faxes using Advanced Encryption Standard (AES) 256-bit and TLS encryption, ensuring secure faxing and access control.
• Full control over expenditure: eFax offers affordable pricing plans that users can choose from to match their needs and budget.
• HIPAA-compliant: Our automated workflows and reporting tools are one-of-a-kind, protecting confidential patient data and complying with legal requirements. 
• High compatibility: eFax has been designed mindfully to work with multiple systems and applications, allowing a seamless, interruption-free faxing experience. 
• Dedicated customer support: eFax’s customer team is available to help you with any queries and troubleshoot issues for hassle-free online faxing.

If you’re looking for a secure, online faxing solution, register for our trial and try out the platform for yourself.

There is no sector where data security is more important than the legal industry. Lawyers and law firms are required by law, by ethical guidelines and by their licensing bodies to provide full and complete confidentiality to their clients. That confidentiality is crucial not only to the relationship between lawyers and their clients but to the successful functioning of our legal systems themselves. 

That’s why law firms put more emphasis than almost any other company on data security and protecting client data. In this guide, we’ll explore the ways in which law firms can manage their data and ensure reliable, secure data management. 

Understanding Law Firm Data Security

The problem of data security is not a small one. In 2023, an American Bar Association (ABA) cybersecurity report found nearly a third of law firms suffered some form of security breach. This is a worrying statistic, given the nature of the industry. Law firm data security involves protecting a range of data, including: 

• Sensitive financial information 
• Identification documents 
• Legally protected correspondence 

Lawyers must keep secure records of their correspondence, protect the legal documents of their clients and maintain strict confidentiality. 

The results of breaches in law firm data security include: 

• Leaks of sensitive personal and corporate data
• Ransomware attacks
• Privacy breaches
• Compromised cases 
• Legal repercussions like fines or even disbarment 
• Malpractice allegations
• Erosion of trust and reputational damage to the firm

Why Law Firm Data Security is Critical

Law firms send and receive hundreds of documents daily and store hundreds of thousands of documents. Each of these contains extremely sensitive, private information that is valuable to hackers and cybercriminals. 

The leak of this information could jeopardize cases and cause irreparable harm to businesses and families who manage this information. The advent of remote work and hybrid work models — where employees work partly from home and partly from the office or court — has opened up cybersecurity issues, too. 

According to a survey performed by the ABA in 2022, 87% of law firms allow their employees to work remotely. This has pushed law firms to join the digital revolution and towards more cloud-based systems. According to CloudZero, more than 90% of US companies use the cloud for at least some of their daily business activities. 

Just one misstep from an employee on a public network can open your cloud-based files up to bad actors. Law firm data has to be protected by multiple levels of security that take into account these different models of work. 

These risks are being addressed by governments and industry bodies as well. These organizations have crafted guidelines and legislation that places the onus of data security on law firms themselves. Firms face significant penalties if they fail to protect their clients. 

In short: 

• Law firms hold extremely sensitive data that cybercriminals are motivated to steal and access.
• The rise of remote work and cloud-based data management creates opportunities for security breaches.
• Legislation makes law firms responsible for managing law firm data security and levies penalties for companies who fail to protect their client’s data.

Top Ethical and Regulatory Obligations for Law Firms

The serious nature of law firm cyber security risks has led to increasing legislation and regulation for firms. These legal and ethical guidelines apply consequences to data breaches and dictate how those breaches should be managed if they do occur. 

Obligation to Protect Data

The major trend in all of the legislative and ethical boundaries is that they compel law firms and associated entities to take proactive steps to protect the integrity and security of the data under your firm’s control.  

Many of the legal obligations for law firm data security apply to all sectors — not just the legal industry — but are applied to law firms as well. Again, this legislation aims to place the onus of responsibility for security directly on the firms handling private data. These include: 

General Data Protection Regulation (GDPR): This European Union legislation applies to any entity that manages data on EU citizens, even if the company operates outside the EU, including the USA. This act apportions responsibility to the companies who manage sensitive data and allows for those companies to be penalized if data breaches occur.

Health Insurance Portability and Accountability Act (HIPAA): While HIPAA is aimed primarily at the medical sector, its far-reaching scope includes any entity that handles protected health information (PHI). This includes law firms that handle PHI or represent medical entities. The HIPAA act is also a good example of the sorts of privacy regulations and legislation that are being applied to a variety of sectors, including those affiliated with law. 

SHIELD, the Stock Hacks and Improve Electronic Data Security Act: This New York legislation requires businesses that operate in New York to immediately notify customers when a breach of their private data occurs.  

The California Consumer Privacy Act (CCPA): This legislation was enacted in 2020 and mirrors the GDPR regulation enacted by the European Union. The CCPA requires the personal data of Californians to be protected by the companies that manage it, and it provides clients with the ability to take civil action against the firm if a breach occurs. 

Law Firm Responsibility After a Data Breach

ABA Formal Opinion 483 sets the ethical requirements for lawyers who suffer a data breach where: 

“…material client confidential information is misappropriated, destroyed or otherwise compromised, or where a lawyer’s ability to perform the legal services for which the lawyer is hired is significantly impaired by the episode.” 

In this opinion, law firms “have a duty to notify clients of the data in sufficient detail to keep clients ‘reasonably informed’ and with an explanation ‘to the extent necessary to permit the client to make informed decisions regarding the representation.’” 

Penalties for Breaching These Requirements 

The specific penalties for failing to protect client data vary by which state or country you’re in and also by the nature of the data security event. These could range from large fines to serious civil damages. 

Breaking the ethical guidelines of the ABA could result in suspension or even disbarment for members who fail to take these matters seriously. 

3 Common Cybersecurity Risks for Law Firms

The range of cybersecurity risks for law firms is broad. There are all sorts of issues that a data breach can lead to, and that’s why it’s important to review your company’s security protocols and procedures consistently and proactively. The three most common cyber security risks faced by law firms are: 

Ransomware and Phishing Attacks

Ransomware and phishing attacks aren’t exactly the same thing, but a phishing attack is how ransomware is most commonly delivered. A phishing (pronounced like fishing) attack is where a bad actor will try to dupe you into opening an attachment or clicking a link in an email. When you do, they’ll install malware on your computer. Phishing attacks use emails that look legitimate, with messages trying to get you to click on them. They will sometimes even impersonate clients, vendors or senior management to try and convince users to open attachments. 

A successful phishing attack can result in ransomware affecting your system. This software will give hackers access, and they can lock out your computer and your files until a ransom is paid. There is usually nothing a ransomware victim can do to recover data except pay the ransom. One notable example of a ransomware attack was the one that struck Grubman Shire Meiselas & Sacks in 2020, resulting in Donald Trump’s data being stolen and a $42 million ransom request. Small firms are vulnerable, too, as two Canadian firms found out in 2020. 

Insider Threats and Human Error

Insider threats and human error breaches happen when an employee, vendor, partner or someone else connected to your law firm gains access to sensitive data. Sometimes these breaches are accidental in nature, other times they’re malicious. In either case, the results are the same and can leave your clients exposed. 

Cloud and Mobile Device Vulnerabilities

The rise in remote work and the evolving technology of internet communications has pushed more and more firms to cloud-based computing. At the same time, on-the-go work culture has many of us conducting work from our mobile phones and tablets while traveling. 

These factors have increased the vulnerability of data files, as they’ve opened up access to those documents. It’s important to use security measures like two-factor authentication (2FA) and encryption to keep data private. Firms also need to limit the use of open or public networks and prevent employees from opening files using these systems. 

How to Respond to a Law Firm Data Breach

Both state laws and the ABA guidelines require all law firms to have an incident response plan (IRP) in place to preempt any potential law firm data security breach. This should include:

• A plan to contain any damage and close off the leak or breach
• A recovery program to recover any lost data
• A backup service to isolate compromised files 
• A notification plan to notify law enforcement and your insurer 
• A plan to communicate the breach to affected clients 

The most important step for all law firms is to contain the damage. After that, it’s to make sure any affected parties are fully informed of the scope of any breach and the potential implications for their files and cases. 

After that, you’ll need to assess the cause of the breach and build a plan and procedure to prevent such failures in the future. 

7 Best Practices for Improving Law Firm Data Security

Following these steps will help you avoid any breaches and manage your company’s data more effectively. 

1. Create a Data Security Policy

Data security requires preemptive measures. Your policy should cover the way files and documents are stored and how employees access files and servers. The use of private devices like cell phones to access information and a policy for accessing company networks, including a limit on open or public Wi-Fi services. 

Your policy should also require 2FA on any apps or systems you use. 

2. Build a Response Plan 

What happens if there is a breach? Your firm needs a concrete plan that explains what to do in the event of a data security event. It should cover how to repair a breach, how to recover files and documents and a communications plan for notifying relevant parties like law enforcement and affected clients. 

3. Strong Password Requirements

As well as 2FA to help protect against hacking, it’s important to use strong passwords. The best passwords are hard to guess, contain multiple types of characters and are at least 12 characters long. It’s a best practice to require passwords to be changed on a regular basis as well, as this will limit the risk of passwords being leaked. 

4. Regular Data Security Training and Drills

Phishing attacks and human error are the most common ways bad actors get access to sensitive data. The best security practice for law firms involves regular training. Annual or even quarterly training on common phishing scams, data security measures and other cybersecurity concepts will help limit those risks and keep your employees safe from these types of attacks. 

Your IT department can test and retest your employees to make sure they understand these risks and how to avoid them. 

5. Encryption

Encrypted data is protected in transit and at rest. That means that even if someone does intercept or access the document file, they can’t open it unless they somehow have the encryption key. eFax uses the highest encryption standards available: 256-bit AES and Transport Layer Security (TLS) to protect your data. 

6. Control Access

Because insider threats are hard to protect against, it’s important to carefully consider who has access to sensitive data managed by your firm. That means vetting any potential vendors or partners carefully, as well as conducting checks on your employees and new hires. Lastly, make sure that only those who need to access certain information can do so. For example, limit access to a client’s files to the employees who work directly on those cases and block access to other employees. 

7. Manage Client Communications 

You can mitigate the risk of clients allowing access to their own files by implementing client training as part of the on-board process. Tell your clients: 

• How you will communicate with them
• What to expect when you send them documents 
• How to recognize phishing scams and fake documents 
• How to store documents

You can also use encrypted document management portals to send and receive documents from your clients so that their data is protected. 

Protect Client Data by Exchanging Legal Documents Securely via eFax 

Secure document management is easier than ever, thanks to eFax. With a range of solutions carefully designed to protect privacy and ensure security our range of digital faxing and document management services offer significant benefits to legal entities and law firms. 

Our enhanced encryption model maintains compliance with strict privacy and data protection regulations, including HIPAA, GDPR and other legal provisions. We use 256-bit AES and TSL encryption methods — the highest standard available. 

eFax also offers secure document management in a secure, cloud-based environment. This system makes it possible for you to share, store and even sign documents through a secure portal. That limits the need to send documents by email or fax, as your electronic documents are housed in one secure location that protects the integrity of the files and documents. 

Our solution also makes it easier to share and collaborate with colleagues securely using the eFax portal and allows you to distribute document access among your team. 

eFax integrates seamlessly with existing programs like Microsoft Outlook or Word to make your firm more efficient and save money. Our digital integrations don’t require any setup or complicated equipment, so they’re perfect for law firms of any size. 

As a leading online fax service designed specifically to elevate legal workflows, eFax offers a user-friendly and efficient way to harness the full potential of digital communication. Contact us to set up your account and begin sending documents securely with eFax today! 

Faxing is a secure and convenient way to send and receive documents for your business or individual needs. But you don’t have to only rely on bulky traditional fax machines and separate phone lines. These days, you can choose a fax server or an internet faxing solution to fax documents. In this article, we’ll cover what fax servers are, some of their benefits and features, and go over frequently asked questions.

What Are Fax Servers? 

When you think of a fax machine, chances are you imagine a large, loud, clunky piece of hardware that delivers paper copies of documents from a sender. While many businesses still use physical fax machines, fax servers are becoming more commonplace. So what is a fax server?

A fax server is a network system that allows you to send and receive faxes directly on your computer or internet-enabled device. When you use a fax server, you no longer need a physical fax machine at all. 

A fax server typically involves installing software on a server. Windows fax server is an example of this type of software. The software connects to the internet or a phone line and enables you to convert digital documents into fax signals which it then transmits over the internet or phone line. 

How to Use Fax Servers for Efficient Fax Sending and Receiving?

A fax server is an intermediary between the sending and receiving computers or fax machines. When you send a fax using an online fax service, the fax server receives the document and converts it into a fax format. 

Then, the fax server dials the phone number of the recipient and proceeds to send the document as a fax to server. Finally, the receiving fax machine either prints out the fax or notifies the receiver that a fax is waiting in their inbox.

4 Benefits of Using a Fax Server

A fax server allows you to securely and easily share documents with your recipients, either as emails or to an online fax service. Now that you know what a fax server is and how it works, why would you want to use one over a traditional fax machine? By using a fax server instead of a physical fax machine, you can:

1. Increase productivity. Your team can send and process faxes from where they’re already working: at their computer. No more waiting for a fax machine to finish sending or dealing with paper jams; by using a fax server, each employee can send and receive documents at the same time.
2. Efficiently manage documents. Fax servers and their software provide centralized document storage in the cloud or digital repository. This lets you quickly search for specific documents and add security measures to protect sensitive data.
3. Access enhanced features. Fax servers offer enhanced features from traditional faxing, like email integration, notifications and alerts, customizable settings, audit trails, HIPAA protection, and advanced reporting.
4. Save money. Using an online fax server instead of a traditional fax machine can reduce costs associated with physical faxes. By faxing documents online, you no longer have to pay for paper, ink, toner, or regular maintenance. You also don’t have to pay for a separate phone line for a fax server.

4 Essential Features Every Fax Server Offers

Finding a suitable fax server among all the available options can be daunting. When you’re researching possible fax servers, make sure to look for these four essential features that every fax server should offer:

• Remote access. You should be able to access your fax server anywhere you have an internet connection, from any device. 
• Integration with email. Every fax server should integrate with your existing email system; you shouldn’t have to change to a new email system to use the fax server. Email integration makes managing faxes easy and convenient.
• Data protection. Your fax server selection should offer advanced security protocols like HIPAA compliance, data encryption, audit trails, and transmission security like TLS/SSL.
• Workflows you can customize. An ideal fax server should allow you to automatically download and distribute inbound faxes to specified locations, create rules to sort faxes and integrate with your existing business processes via API.

Comparing Fax Servers to Online Faxing: Which Option Offers More Benefits?

Fax servers and online faxing are both more reliable and convenient options than traditional faxing. Between fax servers and online faxing, which is the better option for your individual or business needs?

Cost considerations

Online faxing services are typically affordable options for small businesses or individuals who have a lower fax volume need. Fax servers, on the other hand, are a better option for established businesses as they require a higher initial cost investment. This is due to their required hardware, software, and maintenance expenses.

Setting up 

Fax servers can be complex to set up, and usually require a technician or other skilled individual to install. Online fax services are typically low overhead to set up, requiring only a web browser or mobile app.

Growing with your business 

Scalability is a factor to consider when choosing between a fax server and an online faxing service. It can be challenging to scale a fax server up or down to meet your changing business needs but can be a solid choice if you don’t foresee many changes to your business scale. An online fax service is typically easy to scale up or down by selecting a higher or lower volume subscription.

Switch to eFax: A Modern, Cost-Effective Alternative to Fax Servers

Consider an online fax service like eFax as a modern and cost-effective alternative to fax servers and traditional fax machines. Here are some of the benefits that you can get when you sign up for an eFax account:

• eFax is easy to use. With an intuitive user interface and quick setup, you can send and receive faxes from your computer or mobile device as long as you have an internet connection. You can easily upload documents and photos to your eFax account and quickly create cover pages. This means you can send faxes on the go without needing to use a traditional fax machine. 
• Count on eFax’s reliable features. eFax offers features like fax confirmations, error messages, and delivery notifications, so you always know that your fax was delivered to your recipients. 
• eFax grows with your business. You can scale your eFax plan up or down to meet your fax volume needs, which makes it a cost-efficient fax service option for large and small businesses.
• Securely send sensitive documents. With a variety of security features to protect your faxes, eFax helps you send and receive sensitive information by fax. Some of the security features include data encryption, HIPAA compliance for healthcare providers, and audit trails.
• Invest in a cost-cutting solution. If your business doesn’t fax frequently, eFax can be a more cost-effective option than traditional faxing. If your business sends a high volume of faxes, eFax offers scaling subscription plans to meet your needs.

You can use a fax machine to send a document or image and even send electronic faxes online. But is it possible to fax a check? In this guide, we’ll cover whether it’s legal to fax a check, how you can use a fax machine or online fax solution to fax a check, and cover some of the risks and benefits to sending a check via fax.

Is It Legal to Fax a Check?

This might not be common knowledge, but you can actually fax a check from one person to another. While it is generally legal to send checks by fax, there are details and regulations that could change the acceptance of a  faxed check. Below, we’ll cover some of the potential risks of sending a check by fax. 

How to Fax a Check: Step-by-Step Instructions

You can use a fax machine or an online faxing app like eFax to fax a check. Follow these steps to learn how to fax a check:

Fax a Check using a Fax Machine

1. Create a copy of the check by placing it on a sheet of white paper, then running it through a photocopier.
2. Look at your check copy to make sure all the details are visible.
3. Place your check copy into the fax machine tray and send the fax.

Fax a Check using eFax

Using eFax, you can either email the check or use the app. In either case:

1. Take a picture of the check with your phone or a camera.
2. Upload the image to eFax.
3. Fill out the recipient’s information and add a cover letter if desired.
4. Send the check as a fax.

4 Benefits of Sending a Check by Fax

Sending a check by fax comes with many benefits. Here are four of the top benefits of sending a fax by check:

• Speed and Convenience: It’s much faster to fax a check than to send it in the mail. It’s also more convenient, offering you the ability to send a check by fax from your home or office.
• Reduced Loss Risk: Fax machines and online fax services offer the security of instantly transmitting your document, so there is a lower chance of the faxed check getting stolen or lost in the mail. 
• Paper Trail: When you fax a check, you create a paper trail of the transaction. You can then reference the delivery confirmation if disputes arise.
• Practicality: It’s easy to keep track of client’s purchases digitally, so you can reduce clutter by not having to store paper copies of checks. 

The Potential Risks of Faxing a Check

Faxing a check is not without potential risks. Here are some of the issues that can arise when you send a check by fax:

• Image quality: It’s crucial that you take a clear picture of your check before you fax it. A poorly transmitted fax can mean that the check is not readable by the recipient, which can lead to a rejected or delayed process time.
• Interception: Sending a check to a fax machine comes with a risk of an unauthorized party viewing or intercepting the check. To help mitigate this issue, add a confidential cover letter.
• Data privacy: Fax machines can be vulnerable to hacking or data breaches. For added security, use an online faxing service that includes security enhancements like encryption.
• Processing delays: Since faxed checks must be manually reviewed, it may take longer for the recipient to process a faxed check versus an electronic payment.
• Acceptance issues: Certain industries might not accept checks that are sent by fax, due to difficulty processing them or potential security implications.
• Legal considerations: In some legal settings, electronic signatures like those on a faxed check might not be accepted. 

3 Alternatives to Faxing a Check

You can still send money online if faxing a check is not an option due to your industry or recipient limitations. Here are three alternative options for faxing a check:

You can use Electronic Fund Transfers (EFTs) to transfer money electronically from one bank account to another. An EFT also allows you to deposit paychecks automatically, which makes it a convenient alternative to faxing a check. 

Automated Clearing House (ACH) transfers facilitate communication between banks and credit unions. Wire transfers are often used for one-time payments, like when homebuyers make a down payment on a property.

Mobile check deposits and online payments are both ways to transfer payment electronically. With mobile check deposits, you take a picture of a physical check and upload it to your bank account online. Online payments take physical checks out of the equation, allowing you to make payments online through a website or banking app.

Can eFax Be Used to Fax Checks?

eFax is a convenient and user-friendly solution for faxing your checks to individual or business recipients. eFax offers the following benefits as an online faxing solution:

• Security: eFax comes with advanced encryption methods for your faxes, including AES 256-bit encryption. This safeguards your sensitive information when you’re sending it and when you’ve stored received faxes (also known as in-transit and at rest).
• HIPAA compliance: eFax complies with the strict HIPAA security and privacy standards, so your sensitive documents containing Protected Health Information are not at risk. This is especially important for healthcare providers.
• Audit trails: Because eFax maintains audit trails and logs of all the faxes you send and receive, you can easily track and monitor faxed documents.
• Business Associate Agreements: BAAs offer an additional layer of legal protection, and eFax offers this as a service as part of the eFax Protect plan.

FAQs Around Faxing Checks

When you hear the word ‘modem,’ the familiar series of beeps that preceded gaining an dial-up connection in the early days of the Internet probably spring to mind. A fax modem connects to a computer to help users share critical data securely via fax message.

This article will explore the need for fax modems and how businesses can use fax modem software.

What is a Fax Modem?

A fax modem is a device that transmits data between computers and fax machines. The device ensures a dial-up connection to the Internet, enabling the user to send fax messages from their computer to a fax machine or fax number. A fax modem for PC can send fax messages using a mobile app or specific fax software.

Key Differences Between Internal and External Fax Modems

There are two types of fax modems: internal fax modems, installed directly inside a computer, and external fax modems, attached to a PC via a port like a Universal Serial Bus (USB) port.

Internal fax modems: An internal fax modem is installed directly to a computer’s motherboard via a fax modem card or PC card. The internal fax modem provides a phone line connection by being pre-installed on a computer or installed to the internal port. Desktop users often prefer to install an internal fax modem rather than have a USB modem attached to it but it can be challenging to install the technology on laptops.

External fax modems: An external fax modem connects to a computer via its external ports, most commonly a USB port. External fax modems connect to desktop PCs and laptops, and many users prefer them as they’re easy to plug in and quickly gain a phone line connection to send a fax message.

How Do Fax Modems Work?

Those familiar beeps that occurred before a dial-up connection 20 years ago represented data being transmitted via audio signals. Fax modems use this same technology to read and scan a document and turn it into audio signals on the sender’s end. They then transmit the fax message and translate the sound into data for the receiver, who receives the fax message on their machine. Fax modems communicate with other fax modems and fax machines.

How Much Do Fax Modems Cost, And Where Can You Buy Them?

The price of a fax modem depends on whether you’re buying an internal or external fax modem. Typically, a fax modem is available for between $15 and $40, with additional labor charges if you need an IT professional to install it. Fax modems are widely available online via marketplaces like Amazon, large retail and office stores and specialist electronics stores.

3 Modern Alternatives To Traditional Fax Modems

Fax modems allow you to establish a phone line connection to send fax messages. However, several modern alternatives make it easier for users to securely send faxes to colleagues and clients at any time.

Online Faxing:  A popular alternative to using a fax modem is to use an online faxing service. An online fax solution enables users to send faxes like they’re accustomed to sending emails from their laptop or PC. They simply log in to the online faxing service, compose a fax message, attach their documents or photos and send the message to their contact’s fax number.

Email-to-Fax: Another option is to send a fax message via popular email providers like Gmail and Outlook. To do this, users must connect their email client to an online faxing service, write their email, attach their documents and send the message to a contact’s fax number.

Fax From Mobile: Perhaps the most convenient alternative to using a fax modem is to send fax messages from a mobile phone, including any Android or iPhone device. Users can send faxes from their phones using an online faxing provider’s mobile app. In the app, users simply compose a message like they’re used to writing emails on their phone, scan and attach documents and send their message as a fax to their contact’s fax number.

eFax: Securely Send Faxes Online Without Using a Fax Modem

eFax is an online solution that’s redefining the process of faxing. The technology eliminates expenditures typically associated with faxing while helping businesses enhance productivity and build efficient data ecosystems. The benefits of eFax include:

• Encrypted Protection: Businesses must use an online faxing solution that keeps their data secure at all times. eFax encrypts data and fax messages on devices and while it’s in transit via AES 256-bit encryption and Transport Layer Security (TLS) encryption. eFax also enables you to securely monitor and audit fax usage and compile reports on specific clients, employees and fax numbers.
• Reducing Costs: eFax provides significant cost savings compared to traditional fax usage. It removes the need to purchase fixed telephone lines, fax machine maintenance or topping up paper, ink and toner.
• Cloud Storage: eFax provides unlimited cloud storage, meaning you’ll never have to worry about running out of space or your critical documents being lost or deleted. All faxes are securely stored in the eFax cloud environment and can be accessed at any time and on any device.
• Platform Agnostic: eFax is designed to integrate with your existing applications, infrastructure and workflows. The technology is compatible with major email providers, social media services, collaboration tools and cloud storage solutions to maximize user productivity. Securing your fax communication is easy as eFax doesn’t require any proprietary hardware or software to get started.
• Regulatory Compliance: Complying with increasingly stringent data privacy regulations relies on robust auditing and reporting processes. eFax makes it easy to bring your faxing communications in line with laws like the California Consumer Privacy Act (CCPA), the Health Insurance Portability and Accountability Act (HIPAA) and the European Union’s General Data Protection Regulation.

FAQs Around Fax Modems