An Old Dog with New Tricks: Why Faxing Still Exists and What Modern Options Are Available
It may seem like a relic from another era, but believe it or not, the fax machine is still very much alive and, for some services, a requirement. While email, instant messaging and other digital tools dominate our daily communications, the humble fax continues to hold a significant place in certain industries. It seems ancient, but its persistence is not a matter of a failure to adapt. It is due to specific, often legally mandated, requirements.
The Enduring Appeal of the Fax
Why does a seemingly outdated technology remain relevant? It all comes down to a few key factors, with security being the most prominent. A traditional fax machine operates by scanning a document and transmitting it as an image over a dedicated analog phone line to another fax machine. The receiving machine then prints a physical copy. This process occurs over a closed, point-to-point network rather than the public internet. Security by Isolation: Unlike email, which is susceptible to phishing, malware and sophisticated cyberattacks, a fax transmission is inherently more isolated from these threats. Because he data does not travel over the open internet where it can be intercepted, it cannot carry executable code or viruses and offers levels of security that a regular email message can’t guarantee.
Legally Binding and Tangible: In many legal and financial contexts, a faxed document is considered a legally binding record. It provides a tangible audit trail and a delivery receipt, verifying that the document was successfully sent and received by the intended fax number. This is crucial for contracts, legal documents and other materials where a verifiable record is essential.
HIPAA Compliance: In the medical industry, faxing is a HIPAA-compliant method for transmitting Protected Health Information (PHI). The use of a secure, direct phone line for transmission helps meet the strict privacy and security standards required by the Health Insurance Portability and Accountability Act. Many healthcare organizations still rely on it as their primary method for sharing patient records and test results.
Moving Beyond the Machine: Modern Faxing Solutions
The good news is that you no longer need a bulky, paper-guzzling machine to send or receive faxes. Technology has evolved to bring the security benefits of faxing into the modern digital workflow. These solutions, often referred to as online or virtual fax services, replace the physical hardware with a cloud-based platform.
With a modern online fax service, you can send a fax directly from a computer or mobile device. A document can be attached to an email and sent to a special fax address, or uploaded through a web portal. The service then converts the document into a fax and transmits it to a traditional fax number, or vice versa, converting incoming faxes into digital files, typically in PDF format. This seamless integration allows you to send and receive faxes from anywhere, at any time, without being tied to a physical machine.
These modern solutions offer significant advantages over traditional fax machines:
Increased Security: Online fax providers use advanced encryption protocols like Transport Layer Security (TLS) and AES 256-bit encryption to protect faxes in transit and at rest. This makes them even more secure than traditional faxes, which can be intercepted by tapping a phone line, and far more secure than standard email.
Cost and Efficiency: Say goodbye to the costs of a dedicated phone line, paper, toner and machine maintenance. Online faxing provides a streamlined, paperless workflow that saves money, time and office space. It also eliminates the frustration of busy signals, as a virtual fax number can handle multiple transmissions simultaneously.
Mobility and Integration: Modern faxing integrates seamlessly with existing business tools. You can send a fax directly from an email client or a document management system, and received faxes can be delivered directly to a secure email inbox or a cloud storage platform.
While the fax machine may seem like an antique, its underlying security principles are still highly valued in specific industries. Modern cloud-based fax solutions bridge the gap between this legacy requirement and the efficiency of a digital office. They offer the legal and security benefits of traditional faxing, combined with the convenience, mobility and advanced security of modern technology.
At Fairdinkum, we understand the complexities of balancing legacy systems with modern business needs. We can help you navigate these requirements, implementing secure and efficient online fax solutions that are fully integrated into your IT environment, all while ensuring you remain compliant with industry standards.
Sources
https://www.efax.com/blog/why-does-faxing-still-exist
https://www.business.com/articles/business-faxing
https://telnyx.com/resources/is-fax-more-secure-than-email
https://www.fax.plus/efax/vs-fax