9 Reasons Why Faxing Is Still Relevant in the Corporate Sphere

Business owners discover that fax services remain necessary for the company and helps the owner send information quickly. Fax machines are more appealing these days and won’t present as many risks as transmitting some data through email services. Reviewing the 9 reasons why faxing is still relevant in the corporate sphere shows businesses why they should set up the services.

1. More Convenient Online Faxing Options

Online faxing options are more convenient for businesses and enable them to send files and documents straight from their computer. The services are beneficial for companies that don’t have a physical fax machine, but they prefer to use the fax services for sending certain documents to their clients or business partners. The files are uploaded onto a secure web page and the files are transmitted to the recipient. The services offer print to fax options for the business owners and enable them to send several files at once in just a few minutes. The business owner signs into their account with the fax services and won’t have to worry about outsiders trying to capture the information for financial gains.

2. Sending Physical Copies of Documents Faster

Sending physical copies of documents faster helps the business owner get documents and contracts to clients and business partners at an accelerated rate. A fax gets all documents to the recipient separately and right when the documents are needed. As the fax comes through on the other end, it prints out one page at a time and the recipient has a complete physical copy of the document. This is more beneficial when the business partner or their client needs a faxed copy of a notarized of documents or contracts quickly.

3. More Security for Confidential Information

More security for confidential information prevents liabilities for the business owner. Traditional fax services don’t transmit over the internet and don’t require encryption like an email. There isn’t a possibility that a hacker could intercept the information and use it for financial gains. HIPPA and similar standards require businesses to transmit certain documents for this reason. It lowers the chances of stolen data and allows businesses to transmit confidential data without any worries or common liabilities that lead to legal claims against them.

4. Some Businesses Are Just More Comfortable With Faxing Documents

Some businesses are just more comfortable using a fax machine than they are using the internet to transmit contracts, notarized documents, and documents with confidential information. Using a fax machine provides clear copies of the documents on facsimile paper. A physical copy of the document is sent to the recipient, and the recipient doesn’t have to take the time to print it from an email transmission. Using the fax gives the business owner a chance to send complete copies of the documents to the recipient in record time.

5. Lower Than Average Costs for the Business

Online and standard fax services are more cost-effective choices for businesses and won’t increase overhead costs. Setting up fax services takes just a few minutes, and the business owner can use either a fax machine or a scanner for the computer. Each of the options are beneficial for business owners and give them a chance to send large documents quickly to a recipient without facing a higher than average cost. Businesses that use online fax services pay a minimal fee according to how often they send faxes and how large the faxes are.

6. Creating a Better Paper Trail for Where the Information is Sent

Creating a better paper trail for where the information was sent helps the business owner keep track of how has the details. When a business partner claims they don’t have a contract, the business owner can show the copy of the transmission and prove that the document was sent. The same applies to clients who need documents and copies of their contracts. The paper trail shows who has access to the files and enables the company to track the information if an issue arises.

7. Some Federal Authorities Restrict Businesses to Fax Transmissions Only

Some federal authorities restrict what information businesses can transmit and how they can transmit it. These limitations require the business to send a fax instead of an email to provide copies of documents to business partners and clients. For example, some authorities abroad require US businesses to use fax services when transmitting financial and personal data for insurance policies and similar details. Any information is protected through confidentiality clauses in federal regulations must be transmitted through a fax. Laws in Canada require fax services, too. Reviewing regulations about confidential information and how it is transmitted prevents company owners from facing penalties later.

8. Business Won’t Face Identity Theft Claims

Businesses won’t have to worry about identity theft claims if they use fax services instead of the internet for confidential information. The fax services use different transmission protocol and encryption that prevents access to the information. It never goes over the internet unless the business owner uses online fax services. Using online fax services requires more robust security schemes to prevent access to the data. Faxing isn’t at risk of malware in the same way that email services are.

9. It’s a More Versatile Option Over Email

Versatility is vital for business owners, and they can use different paper sizes when faxing instead of sending an email. The business owner can also use a scanner to pull the information into a computer and send the fax quicker. New printers also work as fax machines and send the document immediately.

Business owners use fax machines and online faxing services to share larger documents with clients and business partners. The services send the document to the recipient’s fax machine or their email account. The fax can print immediately with the right settings. Businesses that receive a fax have an immediate physical copy of the document and won’t have to take the time to print out a copy themselves. The services are cost-effective and versatile even for larger companies. Reviewing the reasons that faxing is still relevant in business today shows companies why they should give it another try.