Though they’re pretty outdated, fax machines are still used in many businesses and organizations. However, in recent years, they have been slowly replaced with a more modern solution – online fax services.
Using either an app or a browser, you can upload a document and fax it via your device. It certainly sounds convenient and way more efficient than operating a fax machine. But should you replace your fax machine with these electronic fax services entirely?
Apart from convenience and efficiency, online fax services offer much better security than traditional fax machines. Moreover, they don’t require any maintenance or supplies to work. To make it even better, online fax is much more flexible than physical machines – if you have Internet access, you can send and receive faxes no matter where you are. Finally, this solution doesn’t use paper, which makes it a more environmentally-friendly choice.
Join us as we explore all these advantages below:
Fax machines aren’t exactly known for their efficiency – it takes quite a lot of time to get them up and running, fill out the forms and print everything out. This can be especially problematic if you have to send a lot of documents at once – you can easily spend an hour just on getting the faxes ready. Not to mention that all machines can be prone to errors and breakdowns, so you may eventually find yourself googling “fax services near me” to send or receive an important message.
Online fax services are much faster – once you log into your account, sending a fax is as simple as clicking a few buttons. Furthermore, you don’t need to wait for printing – everything is sent and received as attachments to your email adress. You could probably skim the contents of a few online faxes in the same amount of time it takes a machine to print one.
Fax machines have been around for a very long time, and during that time, most of their vulnerabilities were discovered. It is well-known that the transmission protocol is similar to those used decades ago, which makes them particularly vulnerable to hacking and other attacks. The data itself is usually non-encrypted, meaning that once someone intercepts the signal, they can read the contents without any trouble at all.
You don’t even need to hack the transmission to access the documents. Traditional fax prints the messages as soon as it receives them. These printouts end up on a tray in the fax machine, in plain sight and accessible to anyone. Even if you lock your fax machines under a key, it is still simply a matter of breaking into that closet and snapping photos of your documents.
Online fax services, on the other hand, rely on the Internet for their operation. The message ends up in your mailbox, meaning that someone would need a password to your mail account before accessing your online faxes. What’s more, only the sender and the receiver can access them – the online service provider has absolutely no control over your data.
Online fax services are not just faster than traditional fax machines – they are also much more accessible. Traditional fax machines were designed for offices, meaning that only people working there can send and receive faxes. If you need to send faxes from home as well, you would need a fax machine installed there, which can be quite costly and inefficient.
Online fax services, on the other hand, are accessible from anywhere. You don’t have to be at your office to send faxes, or even at home – you can send faxes from anywhere with Internet access. This makes them much more convenient for businesses that need to communicate with their partners, suppliers, clients, and other people all over the world; it also grows in importance considering the rising popularity of remote work.
One of the major problems with traditional fax machines is that they require a lot of maintenance to work properly. It’s not just about buying printer ink; you have to keep it working by cleaning the rollers and other mechanisms regularly. If anything breaks, you usually can’t service it alone – you need to send it in for repairs.
Online fax doesn’t require any of that. You don’t have to worry about your machine breaking down; the whole service requires only an Internet-capable device and a connection. Even if your work computer suffers a malfunction, you simply need to log in on a different device. In some cases, you can even install an online faxing app and enjoy the benefits of this service from your phone.
Finally, traditional fax machines aren’t exactly known for their efficiency. As printing is an energy-intensive process, faxes require a lot of energy to work, and if you have a fax machine installed at your business, you can easily spend hundreds or even thousands of dollars each year on printer ink alone. Additionally, they use a lot of paper – it’s entirely possible to send and receive hundreds of fax messages every day.
Online fax services don’t use any of it. The documents you send are not printed; instead, they are stored in online storage and transmitted electronically to your mailbox, dropping your ink and paper usage to zero. Also, online fax services don’t require separate devices to work, meaning that your electricity bills will be significantly lower.
All in all, online fax services can be an excellent solution for businesses of any size and type. They are much more efficient than traditional fax machines, as well as more environmentally friendly. Online fax services offer you improved security and convenience and the possibility to use them from anywhere. Finally, they require no maintenance or costly repairs at all.
However, online fax has one significant issue. Virtual fax services are entirely dependent on your Internet – if something happens to your connection, you might not be able to send or receive faxes. Ultimately, it is up to you to decide whether online faxing services are the right choice for your business.
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