Technology is constantly evolving, especially with methods of communication. The way we send and receive documents and information needs to be timely, secure, and seamless. For industries with stricter regulations – such as healthcare facilities, financial institutions, and commercial businesses – faxing has always been a communication method of choice.
However, even faxing has evolved. Some businesses continue to utilize traditional fax machines or analog faxing while others have made the adjustment to digital faxing. In many cases, companies may leverage both. But what are the key differences between the two faxing methods, and which one is right for your business?
What is Traditional Faxing?
When people think about faxing, traditional faxing with a physical fax machine, paper, and ink is what most often comes to mind. Traditional faxing uses a fax machine to send and receive messages via a phone line or a receiver.
You can send or receive one fax at one time. Once you send the fax, the fax machine transforms these messages into pulses, which then change into images on another fax machine. This method has been around for decades, and many depend on it to send critical documents.
However, it can be time-consuming given the requirement of sending massive amounts of data and the need to maintain sustained communication. Moreover, traditional fax machines can be costly, with the average cost of a fax machine reaching anywhere between $100 – $500, and that’s not including additional supplies or maintenance.
What is Online Faxing?
Online fax is the most modern method of faxing using the internet. It is a general replacement for traditional faxing to enable fast, reliable, and secure communication. You can submit and receive the document using the internet. E-fax doesn’t employ any physical phone line or hardware, and you can have access to the essential documents via computer and or mobile devices. Online faxing uses the internet and is fast-paced, enabling quick, secure, and reliable communication.
Benefits of Online Faxing
- It’s a Cost-Effective Solution: By eliminating the need for physical machines, phone lines, and ongoing supplies like paper and ink, this modern faxing method significantly reduces costs. Businesses relying on an internet connection for faxing can streamline operations without the overhead expenses tied to traditional setups.
- Enhance Your Document Management: Digital faxing makes storing and accessing documents effortless. Instead of wrestling with piles of paperwork, businesses can securely organize and retrieve files online, ensuring swift access whenever sending documents is necessary.
- Facilitates Faster Communication: Using the speed of the internet, sending a fax becomes nearly instant. This efficiency dramatically streams down processing times, especially compared to the slower transmission rates of older faxing systems.
- Scalability Made Simple: Growing businesses can easily scale their faxing needs with minimal hassle. Adding or managing multiple fax numbers is straightforward, with advanced systems negating the need for additional costly hardware.
- Seamless Workflow Integration: Digital solutions integrate effortlessly with standard business systems, including email platforms and cloud storage. This compatibility simplifies workflows and enhances productivity by allowing users to execute modern faxing methods directly within existing systems.
- Robust Compliance and Security: With advanced auditing capabilities and secure data transmission, businesses can rest assured that sensitive information is protected. These features help ensure adherence to stringent regulatory standards, making digital faxing a dependable choice for compliant communication.
Determining if Online or Traditional Fax is Right for Your Business
When choosing the best fax solution, businesses should evaluate their size, budget, and specific communication needs. Traditional faxing may suit smaller operations with limited digital infrastructure, while online faxing offers a cost-effective and scalable option for those seeking flexibility. Digital faxing is ideal for companies handling high volumes of sensitive data, emphasizing speed and security. By aligning the faxing method with operational demands, businesses can ensure efficient and reliable document management.
Lane Offers a Wide Array of Faxing Solutions
No matter if your business decides to utilize traditional, online faxing, or both, you are in good hands. Faxing remains one of the most secure ways to send and receive communication. It is also simple to use and quite affordable. At Lane, we have faxing software that can streamline communication, a support team that specializes in faxing, and training to constantly help your team. To learn more about our solution, contact us today.
