Virtual Fax

The problem of email in the Public Sector

Email and instant messaging have become indispensable tools for fast and efficient communication in a variety of settings, both personal and professional. 

However, when it comes to government entities and public administrations, the use of these for exchanging confidential information and documents with personal data poses significant challenges. 

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Problems posed by email in public administrations for sending personal data 

1. Lack of security 

One of the main problems is the lack of adequate security to protect confidential information. Email platforms may be subject to security vulnerabilities that could compromise the confidentiality of data as in most cases they do not offer adequate levels of encryption and security. 

2. Compliance issues 

In addition, public administrations are subject to strict regulations and standards regarding personal data protection and privacy. The use of email for the exchange of sensitive information can jeopardize compliance with these regulations, exposing government entities to possible sanctions and fines for non-compliance. 

3. Lack of traceability and control over data 

Another major problem is the lack of traceability and control over data exchanged via email. Unlike faxes, which leave a record of each transmission, messages sent via email platforms can be difficult to track and monitor. This can make it difficult to audit and track information, which is essential to ensure transparency and accountability in public administrations. 

The need for secure and efficient alternatives 

In the face of these challenges, it is crucial that government entities consider alternative solutions that offer a balance between the convenience of email and the high standards of security and regulatory compliance required. One promising option is the use of Internet faxing solutions that do not require physical fax machines. 

Virtual Fax Solutions: security and efficiency 

These solutions, such as the one offered by eComFax, allow public administrations to send and receive faxes digitally from any device with Internet access, eliminating the need for expensive and obsolete hardware and even being able to use email securely for this purpose. The difference between using native email functionalities and this type of solution is that virtual faxing offers both traceability of transmissions and a high level of security through data encryption, ensuring that confidential information is always kept secure. 

In addition, virtual fax solutions offer advanced functionalities such as acknowledgments of receipt and download, custody of sent documents, access audits, or proof of content authenticity. This improves the efficiency of information exchange and facilitates auditing and regulatory compliance. 

In conclusion, while corporate or personal email may seem a tempting option for information exchange in government environments, its use poses serious challenges in terms of security, regulatory compliance, and data traceability. Public administrations should consider alternative solutions, such as those offered by eComFax, that ensure the security and privacy of sensitive information while improving efficiency and productivity in their day-to-day operations. 

Find out more about eComFax and all the benefits for government and other sectors by clicking here. 

April 10, 2024

Author: Laura Álvarez