The Unseen Leak: Faxing in the era of SOX, Gramm-Leach Bliley/PIPEDA and HIPAA
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1 The Unseen Leak: Faxing in the era of SOX, Gramm-Leach Bliley/PIPEDA and HIPAA December 12,
2 Agenda Introduction Overview of SOX, GLB, PIPEDA and HIPAA Traditional Fax Risk Factors The Solution: Online Faxing MyFax 2
3 Today s Speaker Steve Adams Vice President Marketing at MyFax Steve s role is to distill a keen understanding of market opportunities and customer needs into a highly effective corporate strategy and a practical set of product attributes A seasoned industry speaker having spoken at a variety of telecommunication trade shows and conferences 3
4 Compliance Overview Organizations must meet the requirements of each of the compliancy laws as they pertain to protecting and securing the privacy and integrity of corporate and personal data regardless of the industry segment. The requirements are focused on improving internal security protocols and encryption or other protection of . By embracing these changes organizations are seeing significant improvements to their overall operations: Reduced costs, Greater efficiency, Higher customer satisfaction scores Better bottom line. 4
5 What is SOX? SOX pertains to public companies Of particular interest is any corporate communication referencing the business: Forward looking financial information Formal documents i.e. contracts and purchase orders correspondence 5
6 What is HIPAA? In general, HIPAA covers all healthcare organizations Health plans Providers Employers Healthcare venders Security rules mean constant attention to keeping medical record information secure and confidential. Medical record information can no longer be left unguarded. Focuses on improving internal security protocols and encryption or other protection of . 6
7 What is Gramm-Leach-Bliley? GLB provides regulations to protect consumers personal financial information held by financial institutions. The Financial Privacy Rule: Addresses the collection and disclosure of customers personal financial information by financial institutions. The Safeguards Rule: Requires all financial institutions to design, implement, and maintain safeguards to protect customer information. Applies to financial institutions that collect information as well as those that receive information 7
8 The Acts and the Fax Communication is a major component of all 3 acts SOX - Corporate communications HIPAA GLB - Patient information - Financial information Is fax something that even needs to be worried about? Isn t it really a thing of the past? All 3 are concerned with the security, tracking, and auditing of information and negating inadvertent disclosure. Far from being obsolete, fax usage is still growing. Fax is an $80 billion a year industry, with the number of pages transmitted each year continuing to increase. -Market forecast from analyst group IDC 8
9 The Acts and the Fax What documents are people faxing? Contracts Loan applications Medical records Employment information Any document that requires a signature for verification Any document that affects both the financial and legal health of an organization In the healthcare industry fax is the medium of choice: Insurance claims Prescriptions Patient histories Etc. Key Information: Tracking, security, and auditing required. "MyFax helps achieve greater levels of privacy safeguards, thereby mitigating the likelihood of privacy breaches and ensuring Privacy Legislation compliance...a secure alternative to the traditional method of faxing. Terry McQuay President Nymity Inc. 9
10 Risk Factors Associated with Fax The primary risk in traditional-based faxing is it creates a very public view of very private documents. Sender Risks Receiver Risks Fax machine is usually in a mail room or other public place Sender may walk away while fax is transmitting or redialing Sender may misdial Pages could fall on the floor Second sender may pick up one or more pages of the original sender s fax by accident Sender has no control of where the fax goes Difficult or impossible to track Disclosure issues Security violations Fax is usually received in a mail room or other public area and sits there until someone sees the cover page and delivers it to the rightful owner Anyone can walk by, read it, copy it or steal it Pages can be misplaced Fax could be delivered to the wrong person. Difficult or impossible to track Disclosure issues Security violations 10
11 Fax Storage Risk Factors Storage of information poses potential for risk. A paper fax: Can be misfiled Accidentally thrown out Shredded Damaged by a spill Burned in a fire Stolen Tracking: If any of these happen there is no longer a record of the information and it may be unrecoverable. Disclosure: Paper faxes can be altered to manipulate numbers or data. 11
12 The Solution The solution to overcoming the risks associated with traditional fax machines is Internet Fax. Internet Fax: Allows users to send and receive digital faxes over the Internet Faxes are sent via the user s account or online Faxes are received either directly to the user s desktop via or downloaded from a secure server Operationally, Internet Faxing appears the same as traditional fax to the person on the other end. 12
13 The Solution Cont d The Internet Fax user has a fax number which can be faxed from any fax machine in the world. Faxes can be sent from the Internet Fax user: To a fax machine A fax server Or to another Internet Fax user Internet Fax users receive a confirmation in their when their fax is sent successfully. 13
14 Internet Fax and Compliance Internet Fax provides a number of important advantages over traditional faxing in terms of compliancy and the security of information: By eliminating paper the risk of data being seen or copied by unauthorized personnel is almost nil. Electronic delivery eliminates the chance of the fax accidentally being delivered to the wrong person or being thrown away by mistake. Faxes always go directly to the owner of the particular fax number. Every fax can be stored electronically. An electronic original makes tampering with the document more difficult. 14
15 About MyFax MyFax is an award winning, Internet Fax service owned and operated by Protus IP Solutions, a leading provider of businessclass messaging solutions to businesses and telecommunications service providers around the world. MyFax and Protus are committed to protecting information and has implemented physical, organizational, and technical safeguards to protect the confidentiality and integrity of information being communicated using MyFax. 15
16 Safeguards Physical Safeguards Fax production equipment is located at a facility that provides 24- hour physical security Redundant electrical generators Redundant data center air conditioners Other backup equipment designed to keep servers secure and continually up and running. Organizational Safeguards Information contained in faxed documents is proprietary to the customer sending the fax Protus employees do not have access to the Protus production equipment. Servers that process faxes are housed in a secure environment. 16
17 Safeguards Cont d Technical safeguards are broken down into 5 areas Perimeter Defense Data Encryption User Authentication Application Security Internal Systems Security Detailed information is available in the download section of our website at 17
18 Conclusion MyFax is an Internet-based fax service that lets you send and receive faxes using existing accounts and the Web. With MyFax your communications remain fully confidential. With MyFax you can be sure your message is sent directly to the intended recipient and both the sender and the receiver can track outgoing faxes online. MyFax mitigates many of the risks associated with traditional fax machines. 18
19 MyFax Contact Information Further Questions? We re here to help! MyFax Sales ext. 1 sales@myfax.com 19
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