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Secure Online Fax for Highly Regulated Industries

Improve the deliverability and security of online fax transmissions without expensive hardware and maintenance costs. Meet industry standards for compliance and security. 

What is a Secure Online Fax?

Traditional fax systems lack the cybersecurity and compliance standards required for highly regulated industries like healthcare and financial services. These gaps can lead to cyber-attacks, data breaches, and significant fines. Therefore, healthcare and finance institutions are moving toward secure online fax solutions to better protect data and increase revenue.

Secure online fax services leverage global IP networks to securely transfer sensitive and timely information. Retarus Cloud Fax Services offers secure online faxing with maximum transaction security, the highest delivery rates, and fast, error-free delivery. A web-based portal offers real-time comprehensive monitoring, with numerous configuration options, and detailed reports.

Meeting Regulatory Compliance with Secure Online Fax Services

In the fax space, highly regulated industries must comply with a series of regulations such as HIPAA and HITECH in the healthcare sector, Sarbanes-Oxley for publicly traded businesses, PCI DSS for credit card processing, and many others such as SSAE 18 / ISAE SOC1/SOC2 and the General Data Privacy Regulation (GDPR).

Under these regulations, companies that manage sensitive corporate, personnel, and financial data must adhere to strict security guidelines to protect it. For example, in healthcare, hard-copy documents sitting unsecured on a fax machine, on a desk, or even digitally on the screen of a computer can be a violation as personal information could be exposed.

Furthermore, documents stored on an unsecured server or in an unencrypted email may also constitute a significant regulatory risk. Any of these can result in a breach of confidentiality and unauthorized access to personal information potentially leading to costly penalties, litigation, and business relationship issues. Secure online fax services can help companies to avoid those stumbling blocks.

General Rules

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The confidentiality, integrity, and availability of all e-PHI created, received, retained, or transmitted must be ensured

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The compliance of the employees with the regulations must be ensured

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Identification of and protection against reasonably anticipated threats to information security and integrity

“As a state of the art surgery center, we rely on fax to retrieve the majority of our cases, therefore, up-time and reliability are critical for our business. Since we switched to Retarus we have experienced zero downtime, reduced cost, and increased efficiencies.”

Sam Murema, IT Specialist, Malo Ambulatory Surgery Center

Major Drawbacks of Traditional Fax Systems

First invented over 170 years ago, faxing has come a long way. Over time, new technologies have improved outdated, often unreliable solutions. Online fax systems meet compliance standards with enhanced security and continuous reliability, making them a preferred choice for organizations in 2020 and beyond.

Dated Technology

Companies often run business-critical fax applications on dated equipment. Maintaining internal fax infrastructure requires a considerable capital expenditure (CAPEX) for implementation, maintenance, administration, and support/help desk staff.

Reliability

Traditional fax has no redundancy or effective monitoring procedures to guarantee the sending of messages or uptime of machines. Users would typically have to add these features separately resulting in a larger investment.

Insufficient Security

Faxes that are sent from one machine to another are insecure because data is unencrypted during transmission, allowing sensitive data to easily be intercepted by a cybercriminal or bad actor. Physically securing fax machines or multi-functional devices requires significant resources and paper faxes must be disposed of properly to avoid unauthorized activity.

Struggle to Meet Compliance Standards

The insufficient security and reliability of traditional fax make it all the more difficult to ensure regulatory compliance such as HIPAA, GDPR, PCI DSS, and more. Traditional faxes must be logged and tracked, consuming valuable time, and resources that could be better devoted to higher-level, strategic objectives.

Retarus Cloud Fax Services

Retarus Cloud Fax Services send and receive faxes securely and efficiently from Exchange environments, HCL Notes Domino, or Windows applications. Incoming faxes can be forwarded directly to email inboxes, integrated, and archived in existing workflow systems.

Benefits of Secure Online Fax with Retarus

Retarus secure online fax solutions help organizations distribute confidential information securely at a reduced cost compared to predecessors. The simplified infrastructure makes it easy for companies to scale operations to meet growing needs.

Improved Security

The Retarus Enterprise Cloud, with its global data centers, fulfills the most stringent country and industry-specific requirements for data protection and data security. For example, the German Federal Data Protection Act (BDSG), GDPR, PCI DSS, or HIPAA.

Simplified Infrastructure

Managing a complex traditional fax infrastructure is burdensome and costly. With a secure online fax solution, businesses can consolidate infrastructure resulting in increased productivity, scalability, and reduced operating costs.

Improved Reliability

Cloud fax services provide improved reporting and transmission to guarantee faxes arrive as intended without any interruption or security lapses in transmission. Additional redundancy and monitoring procedures guarantee delivery and uptime.

Scalability

Don’t let a rigid solution get in the way. Whether a company sends 1,000 faxes today and one million tomorrow—the Retarus Enterprise Cloud provides the exact bandwidth needed every time without a single fax machine or traditional desktop-fax software in the office.

Reduced and More Transparent Costs

Ease the burden of large investments and high processing costs for secure online fax. With Retarus, users can reduce or completely eliminate costs for telephone and fax infrastructures, fax servers, software, patching updates, administration, and maintenance.

Retarus Cloud Fax Services Overview

Retarus’ innovative Cloud Fax Services help digitize and simplify analog business processes and optimize sustainable workflows. Retarus Cloud Fax Services are essential to the migration to All IP and support users in consolidating and simplifying infrastructure. When connected to the Retarus Enterprise Communications Platform, users will benefit from scalability, maximum reliability, and the highest level of security.

With Retarus Cloud Fax Services, users can:

  • Achieve up to 100% delivery success thanks to Retarus’ NeverBusy Technology
  • Gain up to 30% more throughput using the Retarus Cloud Fax API
  • Reduce fax transmission failures by up to 10% and reduce the administrative costs involved in manually processing faxes.

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