Have you sent a fax recently? Many of us might say no and would suggest emailing documents or using a multi-function printer to send them as email attachments instead. The blogosphere and experts have long declared the ‘death of fax.’ However, contrary to these claims, faxing is very much alive and even growing. Reports indicate that 100 billion faxes are sent worldwide each year, with the fax services market expected to grow.
Why use fax in today’s digital world? With alternatives like cloud-based solutions or mobile apps like Fax App, shared folders, FTP, and even IoT wearable technologies, why is faxing still so common? If you’ve ever refinanced your home or required a ‘wet ink’ signature on a legal document, you’ll understand the necessity of faxing. Additionally, there are other compelling reasons why faxing remains relevant, which your business should consider.
Five reasons why faxing remains essential for consumers and businesses worldwide
- Technology: The rise of cloud services has transformed how we consume and share information. Cloud-based solutions offer an ‘anywhere, anytime’ model, allowing seamless access to music, documents, and data from any internet-connected device. Faxing has evolved alongside these technologies. Cloud faxing, for instance, makes sending an electronic fax as simple as sending an email, using any connected device or multi-function printer.
- Global reach: Despite advances in technology, faxing remains a core component of global business communication. No technology has yet replaced its universal acceptance. Many businesses are now embracing cloud-based fax models or Fax App, which streamline workflows with email-based faxing while eliminating the need for fax servers, telecommunications lines, and maintenance contracts.
Using fax in business - Audit and delivery confirmation: In highly regulated sectors like healthcare, finance, or legal, compliance with regulations such as HIPAA, HITECH, SSAE 16, Sarbanes-Oxley, or Graham-Leach-Bliley is crucial. Unlike emails or text messages, electronic faxing provides a confirmation that the document was received successfully. This acknowledgment creates a transactional audit trail, essential for compliance strategies.
- Security: Modern cloud-based fax services ensure secure transmissions using Transport Layer Security (TLS) encryption. This offers enhanced protection, aligning with NIST standards. Additionally, documents can be stored using Advanced Encryption Standard (AES) 256-bit encryption while at rest, significantly improving security over basic email.
- Ubiquity: Fax technology, whether cloud-based or traditional, remains ubiquitous, deeply ingrained in processes like transferring medical records or financial data. Cloud faxing has adapted by integrating with core business systems such as Electronic Medical Records (EMRs) and Customer Relationship Management (CRM) systems through flexible Application Programming Interfaces (APIs). This adaptation allows businesses to eliminate the overhead of maintaining on-premise fax systems.
Conclusion
While it may seem like an outdated technology to some, faxing continues to prove its importance in the digital age. With developments such as cloud-based faxing and enhanced security measures, it has evolved to meet modern business needs. Faxing’s reliability, ubiquity, and compliance with strict regulatory requirements make it an essential tool across various industries.
By embracing these technological advancements, businesses can streamline their communication practices while maintaining the confidentiality and integrity of sensitive information. Thus, faxing remains a vital component of global business, bridging the gap between legacy traditions and forward-thinking innovations.