In today’s connected world, there are more methods of communication at our fingertips than ever before. But from physical fax machines to convenient online faxing services, faxing still plays a powerful role. 

As online security concerns continue to grow, more people have questions about the security of those faxes, both traditional and digital. For example, are faxes encrypted? 

The short answer is yes, they can be encrypted. The level of security and encryption depends on the type of faxing, as well as the service provider you choose. 

Let’s explore the level of security you can expect from both traditional and online faxing, as well as the types of encryption that empower businesses to secure their communications. 

What Is Encryption in Fax Transmission?

Fax encryption is the process of transforming data into an unreadable format so that it can be decoded and read only by the authorized recipient. 

With traditional faxing, messages are decoded into audio signals, which are then picked up by the receiving fax machine. Online faxing sends those messages via email instead. 

Online fax encryption technology effectively scrambles the electronic messages, making them harder to intercept or steal. If an unauthorized third party were to attempt to access sensitive data like bank information or Social Security numbers, they wouldn’t be able to decode that information without a data encryption key. 

The Role of Encryption in Fax Security

Many businesses assume that faxing is always a secure way of sending sensitive documents and other important information. After all, it’s disconnected from the internet — making it safe from the digital attacks that are so common with communication methods like email. 

However, physical fax machines aren’t necessarily safe from interception. While it’s harder to intercept a traditional fax than an email, it still isn’t completely secure. Fax machines transmit messages via phone lines, which aren’t encrypted. 

If an online fax service doesn’t employ encryption, it’s open to the same vulnerabilities. A fax could be intercepted, leading to data loss, privacy breaches, and noncompliance with security regulations. 

That’s why encryption is such a critical part of fax security. Digital faxing allows internet fax service providers to incorporate additional security measures, like encryption, to ensure the safety of fax communications. 

Types of Encryption Used in Faxing

The security of online faxes depends largely on the service provider. Different electronic fax services employ different forms of encryption, each with its own level of security. 

Here are the types of encryption and security protocols you might find on the digital fax market. 

256-Bit Encryption 

Premium online fax services use the 256-bit Advanced Encryption Standard (AES) for fax transmission, which is a step up from the commonly used 128-bit encryption. With a larger key size, it offers greater protection against brute-force cyber attacks and malicious software. 

With 256-bit encryption, only you, the recipient, and the provider’s server have access to your confidential documents during transmission. Once the fax is received, just you and your recipient will have access. 

Secure Sockets Layer

In addition to encryption, a secure online fax service should also use Secure Sockets Layer (SSL). This security protocol requires both the sending and receiving parties to be authenticated, or verified as authorized parties. 

This provides an additional layer of security. While data encryption is what protects the transmission as it goes from one person to the next, SSL ensures that it remains secure at the start and end points as well. 

Transport Layer Security

Transport Layer Security (TLS) is the best option for organizations that handle highly confidential information. Essentially, TLS creates the digital equivalent of a shield around your transmission, guiding it through a secure channel from your account to the recipient’s account. 

This advanced form of encryption creates the most secure communications network possible, which is crucial for remaining compliant with regulations in the legal, finance, and medical industries. With some of the strongest encryption available on the market today, TLS encryption is strongly recommended for HIPAA-compliant faxing. 

Enforced Encryption 

While both AES and TLS encryption can help secure the data you send, what happens if the recipient’s fax or mail provider doesn’t encrypt its data? This can lead to gaps in your security protocols. While your fax provider’s encryption will ensure that the contents of the document remain encrypted, the fax’s metadata could still end up in your recipient’s inbox unencrypted. This can still include sensitive information like your business’s name, the sender’s name, the recipient’s name, the subject line, addresses, fax numbers, and more. 

If keeping metadata secure is important to your business, look for what’s known as “enforced encryption.” Enforced encryption is a feature that establishes default rules ensuring that your fax transmissions are always fully encrypted by TLS. For both outgoing and incoming faxes, you can set rules to authenticate TLS certificates before any digital fax transfer is made. 

Traditional Fax Machines vs. Digital Fax Services

Faxing offers superior security features compared to communication forms like email. But what about traditional fax machines vs. digital fax services?

Faxing via the internet is the best way to safeguard your sensitive information. Faxing through the old-school method isn’t just more expensive and bulky — it’s also more vulnerable to interception. What’s more, hackers can find ways to exploit these machines to gain access to your entire computer system. 

If you want to ensure your data remains private, the best option is to look for a secure online faxing solution with high-level encryption protocols. The best part is that you can access these highly secure fax services from any device, from your laptop to your smartphone. 

Leverage the Safest Online Faxing Service Out There

By using secure digital services to fax documents, you’re already well ahead of the game in terms of data security and regulatory compliance. However, not all online fax providers can promise the same level of security.With eFax, you know your transmissions are guarded with the very best — 256-bit AES encryption and SSL, as well as options to upgrade to the highly advanced TLS encryption with our corporate plans. Learn more about how we put fax security first or reach out to start sending secure faxes today.

Fax machines aren’t your only option for sending fax documents anymore. eFax® provides a new solution to a centuries-old system. But what are the differences between eFax, a digitized version of a standard fax, and fax? Is it worth moving to new technology?

What is eFax?

We all know what a fax machine is and what it does, but what about online faxing? Before we can look at the difference between fax and eFax, it’s important to understand what eFax actually is. eFax refers to our electronic faxing solution, which is a mode of faxing over the internet.

Online faxing is a straightforward practice that eliminates the need for the legacy fax machine. It allows you to send and receive fax documents over the internet using phones, computers and tablets. Instead of transmitting physical paper files, our system operates using digital documents like PDFs. You upload your document to your eFax account and send it using our custom-built online portal. This process means you don’t have to print off documents to fax them. However, if you want to fax a physical document, you can always capture it using smartphone cameras for easy upload to our service.

The Difference between Fax and eFax

Before delving into the differences between traditional fax machines and eFax, it’s essential to grasp what eFax entails. eFax represents a digital revolution in fax communication, enabling users to send and receive faxes over the internet without the need for dedicated fax machines. This innovation leverages digital formats such as PDFs, eliminating the inefficiencies associated with physical paper transmission. Documents are uploaded to the eFax platform and transmitted through a user-friendly online portal. For those needing to fax physical documents, eFax accommodates this by allowing easy capture via smartphone cameras for seamless upload and transmission. Now that it’s clear what online faxing is, we can look at the difference between fax and eFax:

The Benefits of Online Fax over Fax Machines

The above highlights the difference between fax and eFax, and the disparities in the technology that now exists. Old-fashioned fax machines were unrivaled in their day. But developments in digital solutions now mean online faxing offers a much more viable fax system for businesses. Switching from legacy fax machines to eFax means you can better support your brand’s communication goals through these powerful benefits:

• Superior Document Access: Old-fashioned fax machines create physical files. These files need to be stored if useful or disposed of if not. This situation creates either unnecessary waste or the need for facilities to house the documentation. Physical files are then easy to misplace or damage. The answer to this could be to upload fax into a computer system for more manageable storage. But then, why not just use eFax instead? All files sent and received via eFax are stored online for instant access and management. Make referrals to important documents simple and straightforward, with no risk of files getting lost. Disposal is also as easy as clicking delete.
  
• Enhanced Data Security: Fax machines were designed in the 1800s and made popular in the 70s. But while innovative for their time, they are not built for modern data security threats. While traditional fax machines pose security risks due to outdated technology, eFax employs advanced encryption, continuous security monitoring, and access controls to safeguard sensitive information, aligning with contemporary data protection standards like HIPAA and HITRUST.
  
• Workplace Flexibility: Remote and flexible work is becoming an ever-present part of the modern office environment. With the rise of remote working comes a need for solutions to facilitate the demand. Fax machines are not supportive of flexible work. They are not mobile or remotely connective. eFax, however, is a completely remote experience. You can send online fax from anywhere you have an internet connection, which means flexible working becomes easy for anyone who needs to send fax as part of their job.
  
• More Advanced Fax Transmission: eFax is not just faxing done online. The difference between fax and eFax goes far beyond that. Online fax solutions come equipped with numerous new features and functionality unattainable through the use of legacy fax machines. Included in these features are options like allowing multiple members of staff to access fax solutions at any one time — instead of having to queue to send a fax or print a document. You can also send a fax to multiple recipients at once, rather than having to submit one by one.
  
• Lower Running Costs for Your Business: Let’s be honest, all the above benefits might sound great, but for many businesses, making any change can ultimately come down to cost. If a fax machine is cheaper than digital faxing, you’ll likely stick to the former. eFax is actually a much more cost-effective solution for your business. Monthly subscription costs are low, and there are no additional fees. You don’t have to pay for the resources required to send paper fax. You also don’t need to pay for fax numbers, phone lines, maintenance and the actual costs of the units themselves.

Get Started with eFax

Getting started with eFax is straightforward and convenient, requiring no special equipment. Unlike traditional fax machines, eFax operates entirely digitally, eliminating the hassle of hardware maintenance. Whether you’re using a desktop, laptop, tablet, or smartphone, eFax is compatible across all devices and operating systems, allowing you to send and receive faxes from anywhere with an internet connection. The platform’s user-friendly interface makes managing your faxes a breeze, from customizing settings to tracking your fax history. Plus, eFax provides robust support resources, including tutorials and live assistance, ensuring you have the help you need when navigating its features. As your business grows, eFax offers scalable solutions that adapt to your needs, allowing you to upgrade or downgrade your plan effortlessly.

Customize Your Account

eFax offers easy customization options for your account. You can update profile details such as phone numbers, PINs, contact email, and name. Adjust time and date preferences, default language, homepage settings, and manage email addresses used for sending and receiving faxes. For enhanced security, you can customize the level of security applied to your transmitted faxes by exploring our products, eFax Plus & Pro, eFax Protect, and eFax Corporate.

Fast and Reliable Delivery

Faxes sent through eFax are typically delivered within a few minutes. In instances where the recipient’s fax line is busy, eFax automatically retries delivery up to three times to ensure your fax reaches its destination promptly.

Large File Sharing

Need to send large files? eFax’s Large File Sharing feature allows you to send files up to 3GB in size to up to 20 recipients simultaneously. Each recipient receives a unique secure download link in their email, ensuring efficient and secure file transmission.

Mobile Accessibility

Access your eFax account on the go with the eFax mobile app. Send and receive faxes, manage your account settings, and stay connected wherever you are, right from your mobile device.

Electronic Signature Integration

Streamline your document workflows with eFax’s electronic signature feature. Sign documents electronically directly within your eFax account, eliminating the need for printing, signing, and scanning.

24/7 Customer Support

eFax provides round-the-clock customer support to assist you with any queries or issues you may encounter. Whether you have questions about account setup, troubleshooting, or need assistance with advanced features, our support team is always available to help.

Global Coverage

With eFax, you can send and receive faxes internationally, making it easy to connect with clients, partners, and colleagues worldwide without the constraints of traditional fax machines.

Environmentally Friendly

Using eFax reduces paper consumption associated with traditional faxing, contributing to environmental sustainability efforts.

Secure and Compliant

eFax employs advanced encryption protocols to ensure the security and confidentiality of your transmitted documents, meeting industry standards and compliance requirements. We offer various tiers of service, including services that meet certain compliance standards for regulated industries.

Ready to upgrade your faxing? Discover the benefits of eFax for your business today.

Faxes remain a crucial tool in industries such as healthcare, legal, and finance, where secure transmission of confidential information is paramount. Like most methods of communication, there is no fixed transmission time, so if you need to know how long your fax will take to arrive and why fax speed is important, there are a few things to consider. 

How long does it take for a fax to send?

The time it takes to send a fax will vary according to a few different variables. These include the type of document you’re faxing, the network you’re using and — in the case of analog faxes — the type of machine you’re using.

So, how long does faxing take? The biggest factor in fax speed is the type of fax you’re sending. A digital fax is far, far faster than a fax machine.

Fax machine transmission speed

The first fax machines often took over five minutes to send a single page. But how long does it take to fax something in the modern age? Most fax machines made in the past decade have been able to send faxes in around 30 seconds per page.

The speed of transmission is defined by a Baud rate. The baud rate is the transmission rate in bits per second multiplied by the amount of data bytes in each transmission. At about 9,600 bps, which is what most faxes are set at, transmissions take about 1 minute per page. This will increase for documents with pictures as there’s more data to send. More white space will make for a faster transmission.

Online fax app transmission speed

You’re probably familiar with the upload and download speed of your internet. While analog faxes are measured in tens of thousands per second, digital data transfer happens in gigabytes per second. 

An online fax can send even complicated documents almost instantly, within fractions of a second. Digital faxing is far faster and more convenient than traditional faxing because it uses the internet and high-speed modems to send your faxes.

What is fax transmission time, and why does it matter?

Fax transmission time is the length of time it takes to send a fax. A difference of up to thirty seconds more per page may not seem like a lot for just a few pages, but it can make a massive difference with long documents. Using a standard fax machine, a five-hundred-page document at one minute per page will take an entire eight-hour workday. 

At thirty seconds per page, sending the same document would only take four hours.  Anyone who has spent a long day in an office can attest to the difference four more hours can make for a single task. Online fax services like eFax can reduce time taken to send a fax even further.

4 Factors That Impact How Long It Takes to Fax Something

A few things can impact how long a fax takes, including the quality of the line you’re sending it through and what the document contains.

1. Document Size

No matter what you are sending or what type of fax machine you send it through, online or traditional, the volume of data you transmit matters. This is because different document types will be of different file sizes. A simple text document will have the fastest transmission time, while something very image-heavy will take longer. This is important to remember when trying to estimate how long a fax will take to send. The same also applies to receiving a fax. 

2. Image Quality

If you send an original document with color images, the image quality also matters. Lower-quality images will send more quickly but a document full of detailed images, graphs, or charts will take the most time to send. This is especially true if you can’t compromise quality for speed. 

The estimate of thirty to sixty seconds is most accurate for scans of documents sent in black and white at a resolution of 200 to 300 dots per inch. Other factors will affect transmission speed, particularly with traditional faxes. While the distance between sender and receiver won’t matter as much with eFax, it’s a big factor for traditional transmission times.

3. Line Quality

Estimating how long it takes to send a fax requires knowing the connection speed on both the sending and receiving ends. When sending a fax through traditional means like a fax machine, each machine must have a high enough baud rate. The baud rate is the speed at which information is transmitted. The better the transmission rate, the faster the fax is sent.

Faster isn’t always better, though. If you are dealing with a bad phone connection or your document won’t send, having a slower transmission rate may be helpful. Trying to send something quickly, experiencing an error, and having to start over could take more time than simply being careful and deliberate. If the phone lines are busy or the receiving machine is experiencing an error, the transmission may be delayed until someone at the receiving end can address the issue. 

Lousy phone connections are to blame for many lost faxes. Documents may fail to transmit completely if the dialed line is busy or gets disconnected. Most fax systems will automatically retry to dial the number and resend, but you might end up with additional fees if using a paid service to send the fax. With eFax, these issues disappear. 

4. Number of Pages

This is the most obvious factor in fax transmission time. While each page may not send at precisely the same rate, you can safely determine that each page will take thirty seconds or more to send. With traditional fax, the more pages you send, the longer the transmission time. eFax’s digital services mitigate this time sink and quicken the process. 

How To Optimize Fax Transmission Time

If you need your document to transmit faster and quality is less important to you, you can compress the files. Compression is a way of reducing repeated information to make the file size smaller. Compressed files are lower in quality, so if you have a lot of small text, you may want to verify the recipient can still read the text or view the images.

Compression works best on documents with a lot of white space. On a good connection, compressed files with a lot of white space can have transmission times under the general thirty-second estimate.

A web-based faxing service is the best way to optimize your fax transmission time. These fax services digitize the process, thereby eliminating multiple steps. A web-based service can reduce the time it takes to send a fax to twenty-two seconds,  and does not require monitoring while it sends. 

Choose a Reliable Online Fax Service for Your Tax Documents

The most efficient, reliable and fastest way to send a fax is through an online faxing service. The stability of the connection and mobility of the technology gives you the freedom to send detailed, image-heavy documents using only your mobile device or a computer with internet access. You only need to make an eFax account to get started. 

Looking for Places With Fax Machine Nearby? Do it Online, With No Fax Machine.

“Where can I go to fax something?” – It’s a question you might’ve asked yourself.

Fax machines might have been more common ten years ago, but that doesn’t mean that office employees were any more excited to use them. In fact, these complicated machines have always had a reputation for being tricky to use, not to mention expensive. Today, using a fax machine turns what should be a quick and easy task into a complicated and inefficient process. And it does little to protect your personal data or offer any means of storing it.

Business owners operating in industries that still rely on faxes have two options today: spend a small fortune on their own fax machine or search online for “fax services near me.”

Unfortunately, neither option is a clear winner. Purchasing your own fax machine means navigating using it, running the risk of mistakes and dealing with repairs. Similarly, outsourcing your fax services also slows down the process and can still lead to mistakes.

When you need to send documents quickly, without breaking your budget or risking mistakes, you need a different solution. Sending a fax online offers all of this and more, like the ability to help your team stay organized or the chance to send faxes from anywhere, at any time.

Struggling to Find a Reliable Fax Service Near You?

Tired of spending hours searching “Where can I send a fax near me?” eFax is here to help. No more shopping for fax machines or dealing with repairs. And no more searching for local fax companies near you, paying sky-high fees and navigating changing hours and delays. Now, you can send a fax online in just minutes.

5 Steps to Send a Fax Online From a Desktop or Mobile Device

Frustrated and wondering, “Why are there no places that fax near me?” Well, the simplest solution is to just send it online.

Sending a fax online is easier than you might think—and far easier than messing with an old-fashioned fax machine. As long as you have a desktop computer, laptop, tablet or smartphone and access to the internet, you can send a fax from anywhere, any time, day or night, using digital faxing services like eFax. Simply follow these steps.

1. Create Your Own eFax Account

Before you can send/receive fax documents online, you need an account. Luckily, creating your own eFax account takes just minutes! Follow the three simple steps here and get started.

2. Open the eFax portal or Download the App

After creating your account, you need to decide how you’ll access eFax. You can do so through the Online Portal on a desktop computer or laptop. Or, you can download the eFax tablet app or mobile app on your tablet or mobile device. This app is available from the Apple Store and from the Google Play Store.

3. Log in to Your Account

Once you’ve downloaded the app or accessed the portal, use the account information you created to log in. Now you’re ready to start sending faxes!

4. Find “Send Faxes,” Click and Fill in the Form

After logging in, click “Send Faxes.” From there, you can pick an address from the address book that you provided. Add a personalized message and attach a photo of the document that you’d like to send. Then, fax it to your recipient in just a few clicks.

5. Send and Receive Your Faxes on Any Device

Still searching “Where can I fax for free near me?” Well, you’re in luck! With eFax, you get free online storage, as well as a number of other features included in your plan. No more navigating overly complicated fax machines or searching for fax services and dealing with high fees and limited hours. Now, you can save time and money and send faxes hassle-free from anywhere!

Where To Fax Near Me? Do It Online, With No Fax Machine

Physical fax machines are bulky and costly to maintain and keep stocked with paper, toner, and ink. Additionally, remote employees may want to avoid coming into the office just to send a fax machine to a contact.

Online fax services, such as eFax, enable employees to send faxes online anytime and anywhere. eFax’s online solution enables employees to send faxes on any device, including laptops, smartphones, and tablets. It provides a digital fax machine service, allowing users to send faxes electronically without requiring a fax machine to send or receive messages.

The eFax service doesn’t require specialist equipment or advanced tech skills to send faxes without a fax machine. eFax provides a new fax number, or you can use an existing one.

Where Can I Find Fax Services Near Me?

If you’re wondering ‘where can I fax something?’ then there are many options to send fax messages. Some of the local places near you that could offer fax machine services are:

1. Local Libraries

Some local libraries have fax machines that the public can use to send faxes. However, fax messages can only be sent to toll-free or local fax numbers, and these machines can’t be used to receive a fax.

2. Post Offices

Some post offices also have fax machines that customers can use to send fax messages for a small fee. The cost will likely depend on the provider and the type of fax being sent.

3. Office Supply Stores

Office supply retailers, such as Office Depot, Office Max, and Staples, offer faxing services for a small fee. They have a fax machine from which customers can send a fax message. The cost will depend on the type of fax message sent and the number of pages faxed.

4. Banks and Credit Unions

Your local bank or credit union may also enable you to send a fax from the institution. Some banks may provide the service free of charge or on behalf of their clients, but some may not offer this service to the general public.

5. Logistics and Shipping Providers

Another fax near me option is to visit a major logistics or shipping provider. The likes of FedEx, Post Annex, and UPS often allow customers to send fax messages to manage their business requirements.

6. Airport and Hotel Business Centers 

Travelers thinking ‘Where can I send a fax near me?’ can look to institutions that operate business centers, such as airports, convention centers, and hotels. These buildings may have fax machines that people can use to send faxes and typically charge per page faxed.

7. Internet Cafes

A common option for sending a fax on the go is an internet cafe. Many internet cafes in big cities will have a fax machine that provides a simple solution for quickly sending a fax message.

8. Other High Street Stores

High-street stores like pharmacies and travel providers may often have fax machines that customers can use to send fax messages. They’re likely to charge a fee to send a fax.

Find A Fax Machine Near Me And Fax Online With eFax

Businesses that rely on fax services to securely share confidential data with customers and clients can do so without purchasing and maintaining fax machines. Employees can use local companies and services to send physical faxes or online fax solutions like eFax to send fax messages on any device from anywhere.

eFax’s online faxing solution enables employees to securely send and receive critical documents wherever they are. It removes the need for a costly IT department to manage and maintain fax hardware and supplies.

Discover how eFax can transform your fax communications and start faxing online now.

Send Online Faxes From Anywhere, Anytime

eFax simplifies the process of sending and receiving faxes. You’ll save time, money and hassle and gain the ability to send and receive faxes from anywhere, at any time. Get started today to see just how convenient this service can be. If you’re still on the fence, check out these reviews from real customers.

Send and receive faxes in minutes. Start faxing now.

Fax Definition and Meaning

Fax, short for facsimile and also known as telecopying, is a form of communication that involves scanning and transmitting printed documents from one machine to another. Faxing a document traditionally involves fax messages being sent from a telephone number associated with a fax machine, printer or other electronic device. In the modern world, fax technology operates digitally without physical paper or printers.

Fax systems are often used when businesses need to share documents quickly and securely. Fax technology works by enabling people to instantly send data over long distances, saving time and money compared to other communication methods. The systems use fax numbers, which offer security as each document receives a code that ensures only authorized recipients can access their contents.

Fax technology has grown in popularity recently, enabling people to send large files and multiple documents simultaneously. This is ideal for organizations that distribute vast quantities of information via computers and smartphones.

How Does A Fax Machine Work?

Now that you have understood what a fax is, let us learn how a fax machine works. Traditional fax machines work by scanning a document, which transforms the original text and images into a single fixed graphic image and converts it into a bitmap. Now in digital form, the data can be transmitted to another fax machine through electrical signals over the public switched telephone network (PSTN). At the other end, the receiving fax machine converts the digital version of the data to print a copy of it.

Most fax machines conform to the Group 3 communication standard, developed in 1980 to protect communication through the PSTN. The fax standard involves scanning information with a charged-coupled device, which is a solid-state scanner with thousands of photosensors. Each photo sensor generates a variation in voltage depending on whether scanned spots are black or white and a scan of a single sheet can generate up to two million variations in voltage. 

The variations are converted into binary digits or bits and then sent to a source encoder that compresses the bits to speed up transmission. The encoded bit stream is submitted to a modem that transmits it to the telephone network. The transmitting and receiving fax machines then exchange signals to establish features like modem speed, printing resolution, and source code. Page information is transmitted and followed by a signal that informs all pages have been sent and the calling machine can disconnect the line. The receiving machine then demodulates, decodes and stores the signal to release it to the printer. 

Modern fax machines use a xerographic printing process that uses a beam of light from a light-emitting diode or semiconductor laser across a rotating drum. The drum collects toner powder relating to the black spots on the sent document and transfers toner to the paper.

How Fax Systems Have Evolved Over Time

Are you wondering ‘when was the fax machine invented?’. Xerox produced the telephone fax machine first in the 1960s. However, the fax definition has its roots in the electric printing telegraph invented by Alexander Baine in 1843, which simulated a two-dimensional image on paper to extend the capabilities of the telegraph. Fax technology developed rapidly over the next century, including the RCA which invented the Radiophoto, which used radio waves rather than telephone lines to transmit information, in 1924. It became standard business equipment by the late 1970s, and a copy and scan function was added in the 1980s.

Early fax technology operated a manual process that relied on voice confirmation and only allowed users to send one page at a time. But in 1966, Xerox’s Magnafax Telecopier became the first commercial fax machine. It enabled higher-quality printing and was smaller, lighter, and more affordable. Later fax systems used digital technology to enhance flexibility and remove the need for specialist paper types. 

Modern fax machines use laser technology, the Internet and energy-saving features to maximize performance. Internet-based fax systems were introduced in 2010 to enable paperless faxing, allowing users to send documents quickly and securely from home. As a result, organizations have turned to cloud-based servers and online phone numbers to facilitate sending and receiving fax messages.

Different Types of Faxing

There are two main types of faxing. Digital faxes are sent and received with an internet-based computer program or app. Analog faxes use a phone line and a physical fax machine to copy and print out a document.

Digital Fax

You can send faxes digitally from an internet-connected computer, laptop, smartphone, or tablet. First, sign up for an online faxing account using a digital fax service like eFax. Then, you can add recipients, upload documents, add your fax number and send faxes.  

Analog Fax

Analog fax is typically used in doctor’s offices and schools. It is a large machine connected to a dedicated phone line that prints out physical copies of an original document. Analog faxes use paper, ink, toner, and a landline to send and receive documents.

Ways to Send and Receive Faxes

There are many ways to send and receive faxes in the digital age. Here are some of the fax terms you might encounter and what they mean.

• Internet fax/digital fax/online fax/virtual fax: These are all general terms for sending faxes over the internet instead of using a fax machine and phone line. To send a digital fax, you use a computer or mobile app to upload and send the document, which is converted into a digital format and transmitted online.
• Cloud fax: This is a specific type of online fax service in which your faxes are stored and managed in the cloud (remote servers). You can access them from any device with an internet connection.
• Email fax: This service lets you send faxes by attaching the document to an email and sending it to a special address provided by the fax service. The recipient receives the fax electronically.
• Paperless fax: This emphasizes that these faxing methods don’t involve any paper. You send and receive documents electronically.

These are all ways to send and receive faxes electronically, eliminating the need for a traditional fax machine and phone line.

What is a Fax Number?

A fax number is a dedicated phone number that enables users to send messages to other devices and digital solutions. Fax numbers work similarly to phone numbers, using audible tones to transfer documents. However, the sender also receives a tone response when they dial a fax number.

A fax number enables users to send and receive documents both locally and internationally. Most fax numbers have ten digits, depending on the recipient’s location and area code, and some fax machines have phone lines to test connectivity and make phone calls. Fax numbers enable users to securely share data like personal health information or documents containing personally identifiable information (PII). They help businesses communicate efficiently and manage their electronic files more easily.

A fax number is formed using the country and area code, as well as a three-digit prefix and then four additional digits. For example, a user in New York’s fax number would contain the country code +1, the area code 917 and the number 1234567.

Benefits Of A Fax Communication System

Modern digital fax systems offer significant benefits for companies across all industries. They enable fax-to-print solutions, removing the need to rely on physical paper copies of critical documents or information and reducing the risk of data being lost or stolen. Some benefits of communicating via online fax include:

Cost Reduction

Sending faxes can rack up significant costs, from maintaining fax machines and stocking up on paper, ink and toner to purchasing dedicated phone lines. Online faxing removes the need to acquire physical machines and companies can buy toll-free fax numbers.

Secure Communication

Online fax systems use encryption to ensure faxed documents aren’t damaged, modified or stolen during transmission. Faxing helps reduce the chances of a security breach by using point-to-point fixed connections.

Environmentally Friendly

Using digital transmissions rather than paper copies helps organizations reduce their carbon footprint while maintaining regular communication with clients and colleagues worldwide. 

Document Management

Online fax systems allow companies to gain instant confirmation of when faxed documents are sent and received. They also enable fax tracking, ensuring users can manage message trails and guarantee sensitive data is protected and delivered safely, which is more challenging to ensure through email or physical mail.

Modern Uses of Fax Machines

Fax remains a popular form of digital communication across various industries. Uses of fax in the modern business world include:

Sending And Receiving Files

The most obvious use of fax in modern business is for users to share files with clients and colleagues. For example, fax is helpful for quickly signing and sharing documents that require a physical signature without having to download additional e-signature apps. Additionally, faxed documents are official records that can be used as legal evidence.

Sharing Confidential Data

Sharing information via online fax offers a more secure way to share confidential data than other communication methods like email and instant chat. Fax messages are transmitted via analog phone lines rather than through the Internet, which hackers can use to intercept data, and modern systems use security features like encryption and password protection. So sending data through fax makes it less susceptible to common hacking methods and helps to ensure only authorized recipients can access documents.

Sending Large Files

Fax communication helps send large files that may get blocked by email providers. Fax systems are designed to process large files over telephone lines, so organizations don’t have to use online file-sharing services.

Data Backup

Network blackouts could prevent companies from sending and receiving important documents. But fax machines can operate during blackouts if connected to generators or backup power sources. So companies that rely on around-the-clock communication can use fax to maintain contact with clients and customers.

How Faxing Simplifies And Streamlines Communication In Different Industries?

Fax communication remains widely used in critical industries and businesses operating in areas with poor internet connectivity. Industries that still rely on fax communication include:

Financial Services

Banks and insurance firms rely on fax to share documents that require a signature and other verification methods. Financial agreements and loan applications often require people to sign them physically, so faxing ensures this information can be signed and shared with ease.

Healthcare

Healthcare providers rely on fax technology to share sensitive medical information like patient records and prescriptions. The communication method is crucial to quickly sharing critical data without the risk of hacking.

Legal

Faxes are widely used across legal firms and courts and government agencies. For example, some agencies and courts, such as the Internal Revenue Service (IRS), require companies to use fax to transmit sensitive documents like emergency motions, legal filings and tax forms.

Real Estate

Real estate firms widely use fax to share purchase agreements and other documents related to critical transactions. The industry uses fax to ensure all parties involved in property sales are on the same page and can easily share inspection reports, loan documents, property disclosures and more.

The Future of Fax: Adapting to a Digital World

The meaning of fax has evolved rapidly as the world shifts to digital communication, making sending data via fax quicker, more secure and more accessible. Looking to the future, new capabilities like cloud and application programming interface (API) integrations will help to build fax technology into evolving corporate workflows. This will help businesses to rely on fax as they develop new ways of working while ensuring confidential data remains protected. 

Why Choose eFax for Your Faxing Needs? 

eFax is an online fax solution that enables businesses worldwide to reap the simplicity and security benefits of online faxing. The fax technology allows companies in critical industries that rely on fax to utilize a modern solution for sending and receiving documents online. Faxing online with eFax offers greater convenience, simplicity, and versatility over purchasing and maintaining bulky and costly fax machines. With eFax, employees no longer have to visit the office to fax critical documents; they can fax clients and customers from anywhere, anytime and on any device.

Despite the convenience and speed of email and instant messaging, fax machines are still used every day in some industries. But, what is a fax machine? What is a fax machine used for? And, how does a fax machine work? Here’ we’ll answer these questions and explain how to use a fax machine. 

What is a Fax Machine?

A fax machine is also known as a facsimile machine. It scans, transmits, and reproduces documents remotely. The fax machine revolutionized document sharing by facilitating the near-instant transfer of physical documents over long distances. Essentially, a fax machine converts scanned images or text into electronic signals, transmitted via telephone lines, and reconstructed at the receiving end.

Understanding fax machines is key to appreciating the evolution of telecommunications.

A brief history of the fax machine shows us that fax machines have evolved significantly since the mid-20th century. Originally analog, modern fax machines now leverage digital technology for clarity and efficiency. Moreover, the idea of transmitting images over long distances dates back to before the 1960s when fax machines became widely used.

The Evolution of Fax Technology Over Time

In 1843, a Scottish inventor named Alexander Bain invented the fax. From 1843 until today, fax technology has undergone many significant advancements. The evolution of fax technology from analog to digital fax machines improved the quality and speed of transmissions.

Today’s fax technology integrates with the internet. You can send and receive faxes from anywhere at any time using your computer, tablet, or smartphone.

Components of a Fax Machine

Key Parts of Fax Machine & their Functions

The primary components of the fax machine are the scanner, printer, modem, input tray, output tray, and telephone line, which work simultaneously. Here are the functions of all the essential parts:

• Scanner: Captures the image of the document to be sent. It converts physical documents into a digital format, which can be transmitted quickly.
• Printer: When a fax is received, the printer prints the transmitted document.
• Modem: Converts digital data into an analog signal that can be transmitted & vice versa.
• Input Tray: Feeds the documents into the scanner for processing
• Output Tray: Collects the printed documents that have been scanned and faxed
• Telephone Line: Provides connection through which one fax machine communicates with others.

Analog vs. Digital Fax Machines

How Does a Fax Machine Work?

How fax machines work is by converting text from a printed document into digital data, which is then transmitted as audio tones over phone lines to another fax machine. The receiving fax machine decodes these tones back into text, recreating the original document. Despite being a technology over 150 years old, faxing remains surprisingly relevant today.

Various types exist, depending on where you find a fax machine, from standalone devices to multifunction printers. Despite differences, the essence remains: to convert information into electronic data for transmission.

While you might not be familiar with traditional fax machines, modern alternatives like online fax services, fax by email, or mobile fax apps have adapted this old technology for contemporary use. This enduring relevance highlights the staying power of fax communication. 

How to Use a Fax Machine

While the instructions may vary from machine to machine, the process is usually pretty straightforward and involves a series of steps. 

Using a fax machine requires a dedicated phone line, and both the sending and receiving fax machines must be compatible and properly configured.

Here’s how to send a fax using a fax machine: 

1. Allocate desk space similar to that needed for a household printer.
2. Plug the fax machine into a power outlet.
3. Connect the telephone cable to the back of the fax machine.
4. Install ink or toner in the machine.
5. Load thermal paper into the paper tray.
6. Press the power button to turn on the fax machine.
7. Lift the fax machine’s handset to check for a dial tone; troubleshoot if no dial tone is heard.
8. Place your document(s) in the feeder tray, following the indicated face-up or face-down orientation.
9. Dial the recipient’s fax number using the fax machine’s keypad.
10. Press the “Send” or “Fax” button to initiate the scanning and transmission process.
11. Wait for a confirmation page to print out indicating successful transmission.
12. Retrieve your documents from the output tray.
13. Review the confirmation page for any error messages or ensure it states “completed.”

If you encounter any issues during setup or while sending a fax, refer to your fax machine’s user manual for specific troubleshooting steps.

Who Needs a Fax Machine?

Despite advancements in digital communication, fax machines are still relevant for certain industries and scenarios. Small businesses and startups, especially those in healthcare and law, often rely on faxing to transmit documents securely and comply with industry regulations. 

Some of the key industries that still rely on fax include: 

• Government
• Legal
• Financial
• Medical
• Real estate

Government agencies frequently use fax machines for official communication due to established processes and security protocols. Law firms, banks, and insurance companies still use faxing for legal documentation and secure transmission of sensitive financial information. 

In healthcare, fax machines are essential to transmit patient records safely between hospitals, clinics and healthcare providers. Plus, real estate and property management companies use fax for contracts, leases and property documentation. 

Finally, some people simply prefer faxing sensitive information because of confidentiality concerns over digital alternatives. Despite their declining overall use, fax machines remain indispensable in certain contexts where secure and reliable document transmission is essential.

Advantages and Disadvantages of Fax Machines

Fax machines offer security, reliability, and legal recognition. However, they require maintenance, are slower than digital methods, and rely on physical mediums. Let’s explore the benefits and drawbacks of a fax machine. 

Pros of Fax Machines

The advantages of using a fax machine include:

• Security – Fax machines provide a secure method of document transmission, crucial for industries prioritizing confidentiality like healthcare, legal, and finance.
• Reliability – Fax machines are known for delivering documents reliably, producing hard copies at the recipient’s end.
• Legal Recognition – Fax transmissions are legally recognized as official documents, offering tangible evidence in business and legal contexts.
• Universal Compatibility – Fax machines are widely compatible with other models, ensuring accessibility and versatility in business communications.
• Ease of Use – Operating a fax machine is straightforward, involving loading documents, dialing, and pressing a few buttons for transmission, making it user-friendly for those less familiar with digital technology. 

Cons of Fax Machines

The disadvantages of using a fax machine include:

1. Maintenance Requirements – Regular maintenance, including replacing consumables and addressing technical issues, adds to ownership costs.
2. Slower Transmission Speeds – Faxing is slower compared to digital methods, especially for large or high-resolution documents.
3. Reliance on Physical Mediums – Fax machines use paper and consumables, contributing to operational costs and environmental impact through paper waste.
4. Limited Document Handling – Fax machines may struggle with certain document formats and can encounter errors like paper jams or poor image quality.
5. Compatibility Issues – Newer digital systems may not support faxing, posing integration challenges with modern office technologies.
6. Security Risks – Fax transmissions can be intercepted if not properly secured, potentially compromising confidentiality.
7. Limited Functionality – Fax machines serve a specific purpose and lack the multifunctionality of modern digital devices, requiring additional equipment for other tasks.

Fax Machines in the Digital Age

In the era of instant messaging, email, and the internet, fax machines seem outdated. However, they are one of the most used for modern business. Let’s understand why fax machines are still used in the digital age:

1. Maximum Security: It protects sensitive documents, reducing the risk of data hacking. Fax is ideal for businesses working with Industries like healthcare, finance, legal,  government or other regulated industries.
2. Legal Compliance: Many jurisdictions, including the US, consider faxed documents legally binding. This makes faxing a preferred method to transmit contracts, agreements, etc.
3. Accessible Signature Collection: Collecting physical signatures through fax is legally binding compared with digital ones.
4. Reliability: Fax machines don’t rely on the internet, avoiding issues like server downtime and full email inboxes. Time-sensitive and spam-free communications make fax machines an ideal choice.

Modern Alternatives to Fax Machines

Today – when efficiency and flexibility are paramount – traditional fax machines are being replaced by online faxing. Online faxing offers unparalleled convenience and enables users to send documents more conveniently. 

Here are some of the reasons why this is happening:

• Unlike traditional faxing, which relies on physical equipment and paper, online faxing operates entirely in the digital realm, eliminating the need for fax machines, toner, and paper supplies. 
• Moreover, online faxing provides enhanced protective features such as encryption and safeguarded cloud storage, which ensures compliance with industry standards for document transmission and storage. 
• Cost savings are another key advantage. Online faxing eliminates the need for dedicated phone lines and reduces maintenance and operational costs associated with traditional fax machines.

Overall, the shift towards online faxing is inherent with advancements in communication technology. It provides businesses with an efficient, cost-effective, and safe alternative to traditional faxing methods.

The Future of Faxing

The evolution of fax technology from its inception in 1842 to modern-day online faxing represents a significant shift in document transmission. Initially a cumbersome process that required metallic surfaces and faced legal challenges, faxing gained traction in the early 20th century as a safe way to transmit confidential information for governments and organizations. 

By the late 20th century, fax machines became widely accessible with reduced costs, which led to widespread adoption in homes and offices. However, with the rise of internet-based communication in the 2000s, fax machines declined in popularity but persisted in certain industries. 

The advent of cloud computing further transformed faxing, shifting the focus from physical machines to online platforms and apps. Modern online faxing offers convenience comparable to email, allowing digital transmission of documents securely across various devices. 

This evolution reflects a transition towards more flexible and efficient document exchange methods, aligning with the demands of a mobile-centric world where accessibility and convenience are paramount.

Is It Possible To Send Documents Securely Through A Fax Machine?

Yes, fax machines can securely transmit documents and files. The data is sent directly over telephone lines, making it more secure. Moreover, it is less susceptible to interception compared to emails. For additional security, many businesses use encryption protocols and secure fax servers to protect sensitive information during transmission.