Faxing is a convenient way to send documents that only need a phone number. Many businesses still rely on it for sharing things like invoices, sales contracts, legal papers, and medical records. Fax machines and online fax services continue to be a trusted part of business communication.
These days, there are more ways to fax. including as a Document Delivery Service, than ever before. You no longer need a physical machine connected to a phone line. People can send faxes right from their computers or smartphones. There are also apps that let you send and receive faxes from almost anywhere. These newer options still offer the same level of security and reliability as traditional fax machines, giving you both convenience and protection.
Are Faxes Safe to Use?
Yes, faxing is still considered secure. One of the reasons many businesses continue to use it is because fax machines send documents through telephone lines, not the internet. This makes it harder for others to gain access to private documents.
Still, to protect information, you should store or destroy paper documents soon after you send or receive them. This is especially important if you’re using public equipment like a shared fax machine at a library or office supply store.
Why Use Fax Instead of Email?
You might think email is easier, but there are several reasons why fax is a better option when sending important documents.
- Email accounts can be hacked.
If your email address is linked to other services or social media, it’s at a higher risk of being compromised. Someone could gain access to your email and read any messages or attachments. - Email is not fully protected.
Even if your account is safe, the emails themselves can still be read during delivery. Services like Gmail do have strong security, but messages and attachments are not fully encrypted. To make them more secure, you’d have to use an extra tool that adds encryption before sending. - People are more cautious about email.
Email is one of the top ways cyberattacks happen. A recent report showed that email-based threats rose 600% since 2019. Because of this, both individuals and companies are using email less for sensitive documents. If someone doesn’t recognize your email address, they might delete the message or mark it as spam. - Large files cause problems.
Big files can slow things down or take up space in inboxes. Sometimes, they might even fail to send if the file is too large. - Fax helps you stay organized.
Using fax keeps documents separate from your email or cloud storage. This can make it easier to find and manage documents because they are all in one place. - No confirmation with email.
You don’t get a clear sign that your email was received or opened. To track this, you’d need to add another tool. With fax, you get a notice when the fax is successfully delivered.
How Safe Are Online Faxing Services?
Online fax services give you a secure and simple way to send private information. They use encryption to protect documents while they are being sent. When someone sends you a fax, it is delivered straight to your inbox, where your files stay private and protected.
How to Send a Fax Securely Online
If you want to fax online safely, use a service that offers encryption. Here is a step-by-step guide for sending a secure online fax:
Step 1: Log into Your Account
Go to the website of the fax service and log in using your email or fax number and password. Once logged in, you’ll reach the main page where you can send, receive, and manage your faxes. Keep your login information safe to protect your documents.
Step 2: Start a New Fax
Click on “Compose a Fax” to begin. Fill in the recipient’s name, company name, and fax number. The country code is set to the United States by default, but you can change it. You can also send the fax to up to 50 people by clicking “Add Recipient.” Make sure all the required details are filled out.
Step 3: Add Your Documents
Find the section for attachments and upload your files by clicking or dragging them into the space provided. You can attach files in formats like PDF, DOCX, or JPG. Double-check that all files are uploaded correctly.
Step 4: Check Your Settings and Send
Review your fax before sending. You can adjust settings such as image quality or include a cover page. You may also add a reference ID to help you keep track of your fax history. When you’re ready, click “Send Fax.” You’ll get a confirmation email when it’s delivered.
These services make it easy and safe to send important information. With strong security features and a simple layout, your data stays private during every step of the process.
Who Still Uses Fax Services Today?
Faxing is still common in certain fields, especially legal and medical work. In law, some professionals prefer faxes because they create a paper trail and can serve as proof in legal cases. Faxes are time-stamped and can be used in court.
In health care, privacy rules like the Health Insurance Portability and Accountability Act (HIPAA) control how patient information is shared. Faxing is often the safest option. Online services that handle these documents must follow strict rules to meet privacy requirements for doctors, hospital staff, and patients.
Features and Benefits of Online Faxing
Many online fax services offer a full set of tools to help users send documents more easily and safely. Here are a few helpful features:
Toll-Free and Local Fax Numbers
Businesses can use these numbers to connect with customers in different areas. Having a number with a local area code can help build trust, especially with new clients who may be hesitant to send important documents to an unfamiliar number.
Electronic Signatures
You can sign and send documents from your computer or phone. There’s no need to print papers just to sign and scan them again. This saves time and avoids the extra cost of using other programs for electronic signatures.
Cloud Storage Integration
Many services work directly with cloud platforms like Dropbox, Google Drive, or iCloud. This lets you attach documents straight from the cloud without having to download and re-upload them. Fewer steps make the process quicker and even more secure.
Better Than a Physical Fax Machine
Online faxing is often more affordable and flexible than using a traditional fax machine. You don’t need to buy or maintain equipment, paper, or ink. You also don’t need to make space for a machine. Just log into your account, send a fax, and get updates when it’s delivered.