Despite advances in communication technology, fax machines remain a common tool for many women’s shelters and transition houses. While the primary function of faxing—sending and receiving documents—hasn’t changed much, how the technology operates has evolved. Depending on the type of faxing system you use, sensitive information could be at risk of being intercepted or accessed by unauthorized individuals. This makes it critical to understand how different types of faxing systems work and the potential risks involved.
Types of Fax Machines and Their Risks
Traditional Fax Machines
Traditional fax machines use phone lines to send and receive information. The biggest concern with this type of faxing is who has access to the machine on the receiving end. For instance, if you send a fax to an office or shared space, your document might sit with other faxes, waiting to be picked up. Anyone with access to the machine could potentially see sensitive information.
All-in-One Machines (Fax, Scanner, Copier)
Modern fax machines often serve multiple purposes, acting as copiers and scanners as well. These machines typically have hard drives that store copies of all documents sent, received, or scanned. If your organization sells or ends the lease on one of these machines without securing the hard drive, sensitive information could fall into the wrong hands. To prevent this:
- Keep the hard drive when the lease ends or the machine is sold.
- Destroy the hard drive securely to protect past data.
- Look for machines with features that automatically erase stored data.
EFax Services
E-faxing allows users to send and receive faxes over the internet without using a physical fax machine. These services work through devices like smartphones, tablets, or computers. Documents sent or received are often delivered as emails, which can introduce new risks:
- Emails with faxed information can be accessed by anyone with access to the email account.
- Deleted emails may remain on servers or backups unless fully erased.
Risks for Survivors and Confidentiality Concerns
Faxes are often used to share critical and sensitive information about or for survivors of violence. This information can include personal details that, if intercepted, could violate the survivor’s privacy. Additionally, the fax number itself might reveal the survivor’s location, creating further risks.
Best Practices for Safe Faxing
To minimize risks and protect sensitive information, follow these guidelines:
Educating Survivors
- Discuss potential risks with survivors when faxing sensitive documents.
- Develop safety plans to address any privacy concerns.
- Avoid using public fax machines or services in stores for sending confidential information.
Securing Fax Machines
- Ensure the fax machine is in a private, secure area, especially if shared with other organizations.
- Use personal passcodes to restrict access to faxed and printed documents.
- Choose machines with enhanced security features, like regular memory wiping.
Handling Fax Machines at the End of Use
- If selling, donating, or ending the lease on a fax machine, remove and destroy the hard drive.
- Negotiate lease agreements to keep control of the hard drive when the lease ends.
Protecting Information with E-Fax Services
- Read the privacy and retention policies of e-fax service providers to understand how your data is handled.
- Delete fax-related emails and attachments from all folders and backups to prevent long-term storage.
- Double-check with the recipient to ensure all pages were received, as e-faxing doesn’t always confirm page-by-page delivery.
Additional Precautions
- Call the recipient before sending a fax to ensure they will be there to collect it.
- Remove identifying information, such as names or fax numbers, from forwarded faxes.
- Check local privacy laws to ensure compliance with rules on retaining personal information.
Conclusion
Fax machines continue to be a vital communication tool for women’s shelters and transition houses, but their use comes with potential risks to privacy and security. Understanding the strengths and vulnerabilities of different faxing methods—whether traditional machines, all-in-one devices, or e-fax services—is essential for ensuring the safety of sensitive information. By following best practices, such as securing access to machines, educating survivors about risks, and properly handling devices at the end of their use, organizations can minimize vulnerabilities and protect the privacy of those they serve.
Prioritizing safety and confidentiality when using fax services is not only a practical necessity but also a critical step in supporting survivors of violence and maintaining trust. With the right policies and awareness, faxing can remain a reliable and secure way to communicate sensitive information in a world where privacy is more important than ever.
To support your development of safe tech use policies, WSC has developed a Use of Technology Policy Template Guide for Women’s Shelters and Transition Houses