Need for Encryption?

I have several clients faxing confidential information (Payroll & Direct Deposit info, etc) from a remote office to our corporate fax server. The fax server is running GFI's Faxmaker and routes the incoming fax to an Exchange mailbox.

My question is, does the transmission or storage of the documents need to be encrypted (is it mandatory)?

Also, I have another group of users that are using multi-function printers to scan the same type of documents listed above and emailing them to an address on my Exchange server. The MFPs have SSL/TLS capabilities but they are not enabled. The account the MFP is using to send email is on our Exchange server and is authenticating via IMAP. Our remote sites are NOT directly connected to the corporate via an IPSEC tunnel.

Again, does the transmission or storage of these documents need to be encrypted (is it mandatory)?

If you answered yes to either questions, how could I go about accomplishing that? I am aware the eFax has a service to encrypt faxed documents and that may be a solution, but is there another way? And i'm not sure where to begin with the scan to email issue.

The company is privately owned higher learning institution and while i'm a bit new to all the compliance regulations that are out there, I would appreciate some direction on where to begin.

Thanks in advance!

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