Fax machines are electronic devices that are used to send documents electronically. They were used before the Internet was widely popular. Fax machines aren’t used much today because people opt to use emails when sending messages. But, they were an office staple before, especially during the 80s and 90s. It was a cutting-edge technology in which communication and sending documents were done in an instant.
Online faxing is an evolved way of sending fax messages, like how electronic mail evolved from snail mail. It’s an adopted technology wherein messages can now be sent and received through email or other apps. Just like a fax machine, an online fax sends a document exactly like the one you sent.
It’s also used as an alternative to fax machines because fax machines can be inconvenient and confusing to use. The traditional fax machine is also bulky, and it may take up too much space in your office. Online faxing has many advantages, too, especially if you’re running a business.
Here are five reasons to use online fax for your business:
Improved Security And Privacy
In this age, cyber security now poses a threat to Internet users. Cybersecurity is defined as the process of securing or guarding important information from leaking. It’s done by adding security measures to mobile phones, tablets, laptops, desktop computers, and servers.
Online fax offers an improved cyber security system wherein your confidential documents would be secured from hacking and leakage. Emails are now too exposed, and privacy is compromised. Nowadays, they’re also too risky to use because of the potential threat of hacking. Security beaches are everywhere, even in government websites and bank websites, and you wouldn’t want that to happen in your business.
Online fax is safer and more private to use because the fax information remains between you and the sender, thus, it’s less prone to hacking. It also uses Secure Sockets Layer (SSL) encryption, which is an advanced technology that prevents cyber hackers from accessing, modifying, or leaking any information that you sent. Online faxing is also device-encrypted, which means that the information remains on the devices used and it can’t be accessed by anyone outside the transaction, which is the same level of security used when you pay using credit cards.
Better Organization And Efficiency
Compared to the old fax machine, online fax offers a better organization of documents. It’s paperless and more technology-based. You won’t have to sort papers and put them on folders anymore because everything is done digitally. Files won’t be mixed up because you can now digitally categorize your documents into folders.
Better organization also means better efficiency and productivity in working. Less time is spent on looking for essential documents, and employees can focus on other important tasks. For instance, they no longer need to get up from their seats and check every fax in the machine.
Online faxing is also more advantageous for those in the real estate, law, and finance industries. In these lines of work, many signatures are needed, and there are documents that need to be faxed and scanned. Emails are also not advisable to use for more confidential and crucial documents, such as court cases and financial statements.
Accessibility
Online fax can be accessed through any device. Even if you’re not in the office, you can still see documents that are sent to you. This technology can be viewed, edited, and basically accessed through your mobile phone. You may check out sites like MyFax for more information about how accessible these online faxing services are.
You can also send and attach up to ten documents by using online fax, as well as send them to another office’s fax machine even if they don’t use an online fax.
Cost-Effective
Getting an online fax system would be costly at first, but you can actually save money if you use them in the long run.
Online faxing offers various subscription packages, and you should choose one depending on your needs. The price ranges from approximately USD $8 to USD $35. This is a lot cheaper than buying a bulky fax machine. With this online subscription, you can send and receive hundreds of pages without spending on additional paper, as well as maintenance and electricity costs.
Eco-Friendly
Most businesses are adopting eco-friendly practices when running their daily operations. This is another reason why your company should use an online fax service. Before the advent of modern technology, fax machines would consume billion sheets of paper regularly. This situation resulted in deforestation, or the clearing of wide areas of trees to produce sheets of papers.
Unfortunately, deforestation can have negative effects on the environment, including soil erosion, greenhouse gas emissions, water cycle disruptions, and other similar incidents. Moreover, using a fax machine can also add to your energy bills. It consumes a large amount of power when sending and receiving faxes during the active and nonactive hours.
Due to these environmental impacts, getting an online fax service can be a great option. It doesn’t consume several sheets of paper and large amount of power in sending and receiving faxes. That’s because all fax-related transactions are done online, making your organization a green company that you and your clients can be proud of.
What happens if I don’t have internet access when I need to send a fax?
This may depend on the specific online fax service you are using. Some services may allow you to schedule a fax to be sent later when you have internet access, while others may not have this capability. In general, it is important to ensure you have reliable internet access when using an online fax service to avoid any disruptions in your faxing capabilities.
Can I send a fax to multiple recipients at once?
Yes, most online fax services allow you to send a single fax to multiple recipients at once. This can be an efficient and convenient way to communicate with multiple people at once, rather than sending individual faxes to each person.
Can I send a fax to an international number?
Yes, many online fax services allow you to send a fax to an international number. However, there may be additional fees for sending faxes internationally, so it’s best to check with the specific service you are using to confirm.
How long does it take to send a fax online?
The time it takes to send a fax online can vary depending on a number of factors, including the size of the fax, your internet connection speed, and the service you are using. In general, online faxing is typically faster than traditional faxing methods and can take just a few minutes to send a fax.
Can I print a fax I received online?
Yes, most online fax services allow you to print a fax you have received. This can be a convenient way to have a hard copy of the fax for your records.
What is the maximum size for a fax document?
The maximum size for a fax document can vary depending on the specific online fax service you are using. Some services may have limits on the size of a single fax transmission, while others may not. It’s best to check with the specific service you are using to confirm their maximum fax size limit.
Consider Using Online Fax
Online fax can help your business become more efficient, especially in the long run. It makes communication a lot easier, and it makes your documents more secure, private, and less prone to leakage, compared to using other methods, such as email.
This new technology can be used using any device that has access to the Internet. It does offer you accessibility without sacrificing security. It’s also more efficient to use because you can send up to ten files and attachments without manually entering them on an actual fax machine.
One of the best features it has to offer is its ability to send files to an actual fax machine without you having one. If the receiver has no email and requires a fax, the sender can just input the receiver’s fax or telefax number on it and simply send it. It’ll guarantee that the receiver will get the exact same thing you sent them.
