Nowadays, fax machines are often seen as relics of the past. During the 1980s, fax machines were widely used and became crucial tools for businesses, playing a vital role in communication. While faxing was once considered an innovative and cutting-edge technology, many now believe that it has become obsolete in this digital era of instant messaging and online sharing.
However, is faxing truly outdated in today’s world? Although fax machines have secured their place in technological history, faxing, as a method of document workflows and file-sharing, should not be dismissed just yet. In fact, for numerous businesses, faxing has become more important than ever, remaining relevant in their day-to-day operations. There are good reasons why fax for business remains relevant and until now nothing can take its place.
#1 Standards Interoperability
In 1968, experts reached an agreement on international technical standards for fax transmissions. Subsequent updates have boosted fax delivery speed and enhanced image quality. All fax machines and fax-capable systems comply with current and past standards. Consequently, a fax machine from 2024 can send and receive documents with a 1980s model. In summary, these devices remain remarkably reliable, regardless of their age.
This applies not only to the fax machine but also to online fax. Do you know if you can fax through an iPhone or are you still looking for a convenient method of faxing? All you need is a fax app. With a good iPhone app, you can scan documents and send them instantly. You can also securely receive documents, manage them, and perform mass mailings.
#2 Legal Necessity
In several scenarios, individuals perceive a faxed document or message as legally valid and binding, rendering them a more reliable paper trail compared to email chains in the eyes of lawyers or firms. Despite the sincere and well-intentioned efforts of the Obama administration, the US medical sector heavily depends on faxes for communication.
Sharing medical records entails a significant amount of bureaucracy due to HIPAA-compliant practices, especially when documents are transmitted between multiple hospitals or medical centers. This strictness arises not only from security concerns but also from the risk of sending medical records to unintended recipients, which end-to-end encryption fails to address effectively. Faxing patient information, particularly between specialists, is approved by HIPAA, which explains why many doctors still rely on fax machines in their offices.
#3 Accuracy and Clarity
Fax machines accurately transmit documents through telephone lines. Telephone line signals are converted into a digital format, eliminating any distortion caused by noise or interference. If there is a line problem or the receiver does not answer, the fax machine makes multiple attempts until successful transmission. Furthermore, fax machines preserve the formatting and layout of the original document, which can often be lost in email and digital files.
#4 Security Considerations
Traditional fax machines rely on telephone lines for transmission, greatly reducing the likelihood of tampering or interception by third parties. A genuine fax machine operates without a digital network, ensuring that hackers cannot access any of your sent or received data.
E-fax machines, on the other hand, utilize the internet to exchange messages instead of telephone lines. They often offer improved compatibility with conventional fax machines that rely on telephony. While a modern e-fax machine may not offer all the security advantages of a true faxing experience, it is worthwhile to consider the potential benefits provided by an authentic fax machine.
#5 International Connections
Although the usage of fax has significantly declined in many countries, it is not completely obsolete. In fact, the Japanese government had to reverse its plan to eliminate fax machines from government departments in 2021 due to the strong opposition from “faxophiles” who consider faxing essential. The majority of businesses in Japan still rely on faxes, so adopting their document-sharing strategies would be beneficial for effective communication.
Similarly, 43% of companies in Germany continue to use faxing, as reported by Bitkom. While this indicates a decrease compared to previous years, it underscores the relevance of a communication method that may be perceived as extinct in the United States. If you engage in international trade, it is advisable to research fax usage statistics in the countries you sell to. If faxing is popular in those regions, consider including it (back) in your communication strategy. Ultimately, adapting to local business customs can greatly enhance the chances of your company’s success.
#6 Confirm Receipt
Traditional fax machines, unlike the less secure answerback signals of telex machines (remember them?), provide a printed receipt confirming the successful transmission of a fax. The receipt includes the date, time, and receiving fax number, serving as proof in case a late payer disputes receiving the faxed overdue invoice. Delivery receipts are also offered by certain digital faxing services.
#7 Minimum Contact Information Required
Email became more popular than postal mail for a similar reason: it eliminated the need to know the recipient’s full name and physical address; instead, only a short equivalent is required. Fax machines offer similar advantages. To send a fax, you only need the recipient’s fax number, along with the area code and country code if necessary. Moreover, this feature adds an extra layer of security for those who need to share their fax information publicly, enabling people to get in touch without being able to locate the sender’s home address. These small victories make a significant impact.
Conclusion
Online fax services can be as affordable as $5.95 per month, making them a cost-effective communication channel for businesses. By relying on an online fax service provider, there is no need to spend money on installing an extra phone line or maintaining a fax machine. While faxing is no longer considered crucial for business operations, if an important customer prefers this method of communication, it’s best not to complicate matters for them. If your budget allows, utilizing faxing in 2024 could offer valuable applications for your business.
