Faxing: The Timeless Method for Document Sharing and Archiving


Sending information through fax is a secure method that’s established globally. It’s a safer route to send files than mailing or using third-party couriers. On top of that, the recipient can receive the documentation in a matter of minutes through their respective fax machines.

Now, utilizing digital faxing will provide that security and speed without using traditional fax machines. Internet faxing operation allows you to send and collect data through the internet medium, and you won’t have to invest in printing supplies, hardware, and maintenance costs associated with traditional machines. the factors required to send documents are an internet connection and an internet fax service; this service enables you to use your computer or smartphone to send documents. Now we will discuss why fax communication still exists and is beneficial for business.

Why do businesses still use fax?

Fax machines have a place in technological advancements. Faxing as a file-sharing process remains relevant in business and should not be left in the past. In fact, faxing is more significant than ever in some industries. The business world has some compelling reasons for continuing to rely on faxing with document transmission.

#1 International connection

Despite a significant decrease in usage in several regions, fax is still used today. In 2021, the Japanese government had planned to remove fax machines from government offices, but they faced opposition from their group of “faxophiles,” who consider faxing to be vital. Almost all businesses in Japan still use faxes, so it’s beneficial to adopt their document-sharing strategies to communicate effectively with them.

In Germany, faxing is still used by 43% of businesses, according to Bitkom. Although faxing has declined in use over time, its continued use reflects its relevance in communication, which isn’t the perception in the U.S. If you trade globally, check whether faxing is still popular in the markets you serve. If so, it’s important to use this communication method to conform to the local business customs and give your company greater chances of success.

#2 Secure connection

Sending information via fax, which involves direct communication between machines, is a reliable method that many healthcare providers and legal firms choose for sensitive data. This is because faxed data cannot be intercepted unlike emails or web traffic that are vulnerable to interception. Moreover, e-faxing provides more security today, with numerous online fax vendors offering encryption and HIPAA compliance. Fun Fact: Bloomberg Law found that 70% of healthcare providers, especially nursing homes, share medical data via fax.

#3 Marketing

If we had written this article thirty years ago, we would have explained fax marketing as a current trend, but it has since been surpassed by email and text message marketing. However, overseas, database compilers still sell lists of company fax numbers by business category, location, and company size, which marketing departments use to promote their business by sending unsolicited material to a target audience in the hope of generating leads.

#4 Standards interoperability

Fax transmission’s international technical standards date back to 1968. These standards have evolved to facilitate swifter delivery and improved image quality. Existing fax machines, or similar systems, conform to current and prior standards. Thus, a 2023 fax machine is compatible with one from the 1980s. consequently, such devices offer remarkable reliability, regardless of age.

The same is true for digital faxing, its standards are universal for all devices. If you are interested in paperless faxing, then you can even use your smartphone with the fax app. All you need to try FAX is to install the app from iTunes. This opens up new possibilities for storing and document archiving, transferring them between organizations and contractors, and also guarantees the security of operations.

#5 Confirm receipt

Traditional fax machines print out a receipt to confirm successful transmission. While not as secure as answerback signals from telex machines, receipts provide proof of delivery with the date, time, and recipient’s fax number. This can serve as evidence if someone denies receiving a fax, such as when sending a copy of an overdue invoice to a late-paying customer. Additionally, some digital faxing services offer delivery receipts.

#6 Uniqueness

Fax usage has significantly decreased, even in nations that permit unsolicited fax marketing. Nowadays, organizations may only receive a couple of faxes per month, compared to the 10-20+ they used to receive every week two decades ago. This is a positive thing since receiving a fax nowadays is considered uncommon, and people take notice of it. In fact, customer forums frequently encourage people to fax a complaint to a company rather than email it because of the speedier response.


Faxing is still an effective way to send and receive documents quickly over a secure connection. Many businesses in different parts of the world use fax for their document-sharing needs due to their unparalleled security, speed, and reliability. It’s also extremely simple since all you need is access to an internet connection and a compatible service provider. If you’re looking for a reliable method that is easy for all employees to master, just install the application on your iPhone.

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