Last Updated on August 15, 2023 by ScreenPush
Quite often, it must have crossed our minds, how despite the rapid development in technology, people still hand out their (personal or company’s) fax numbers in their cards. With the rise in the digital mode of transferring data and documents, why would people still depend on fax machines for documents?
Every enterprise whether big or small cannot even think about discarding the indispensable fax machine. With the advancement in technology, fax machines have also undergone various technical changes, however, it still serves the same purpose as earlier with a few more additions, and still continue to be in demand. In fact, it is difficult to imagine the corporate world without fax machines.
Reasons Why Do People Still Use Fax Machines
Many wonder why faxing is still used and why fax machines are still relevant in today’s digital age. Despite the prevalence of modern communication methods, there are several reasons why people continue to use fax machines.
- Legal and Regulatory Requirements: One of the main reasons fax machines are still relevant is due to legal and regulatory requirements in various industries. Sectors such as healthcare, finance, and law often have specific regulations that mandate the use of fax for transmitting sensitive information. Faxing provides a paper trail and can fulfill compliance needs, making it a preferred choice.
- Security and Privacy Concerns: The question “Do people still use fax machines for security?” finds its answer in the security and privacy aspects of faxing. While digital communication methods can be vulnerable to hacking and data breaches, faxing is perceived as a more secure option. Confidential documents can be transmitted without the risk of cyberattacks, making it a preferred method for safeguarding sensitive information.
- Technological Accessibility: When asking “Why fax machines are still used,” it’s essential to consider technological accessibility. Only some people have access to modern digital technology, especially older individuals and businesses. Fax machines bridge the gap between traditional and digital communication, allowing those who are less tech-savvy to stay connected.
- Reliability in Connectivity: Are fax machines still relevant in areas with poor internet connectivity? Absolutely. Faxing doesn’t rely on internet connections; it operates over telephone lines. This reliability is particularly valuable in areas with inconsistent or slow internet access, ensuring communication can still occur without interruptions.
- Document Preservation and Quality: People still use fax machines because of the preservation of document quality. In situations where document integrity matters, such as legal contracts or signed agreements, faxing maintains the physical quality of the original document. Unlike digital files that can be altered or lost, faxed documents remain original.
Advantages of Using Fax Machines
Here’s a list of a few advantages of using fax machines.
#1. Provides Speedy Service
Unlike speed post-delivery, a fax machine can send and receive documents in a matter of minutes. One can always argue how it is even easier to send documents via e-mails and other forms of digital communication which can do the needful in a matter of a few seconds. However, often there are times when one urgently needs a hard copy of the document that needs to be signed. A copy of the document with the signature needs to be sent right back. The speed post delivery takes a longer time to reach than a faxed document.
#2. Safe Communication
Every business organization or even an office is often at risk of hacking. Even a virus attack can make you lose all your data in a jiffy. With the advancement of technology, there has also been an increase in online faxing service. However, a regular fax machine used in the corporate world not only allows you to transfer documents in a matter of minutes but also keeps your data and documents safe from any third party. Someone could have otherwise monitored your activities through an online portal.
A lot of confidential documents are often transferred through fax. A fax machine allows you to combat the darker side of technology that can manipulate or steal your highly important data.
#3. No Need for Internet Connectivity
We all would love to believe that the entire world around us is online. However, statistics prove that there are multiple areas that are far from any form of internet connectivity. To reach out to such places and keep them in the network, a fax machine is extremely helpful to transfer important documents.
#4. Cost-effective and Easy Installation
Unlike a lot of other advanced technology, that requires a separate section in the budget of an organization for funding. Procuring a fax machine (or multiple machines depending on your requirement) is cheaper and easier in an enterprise. It is also extremely easy to install and use. All you would need for it is a phone line connection.
New Cloud-based Technology and Faxing
As mentioned earlier, even though a fax machine still continues to be used, technology has not left the good old fax machine untouched. The emergence of cloud faxing also allows you a try at email-based faxing. It does not require additional telephone network lines. It also keeps the essence and advantages of faxing intact.
Unlike a lot of other portals for transferring data and posting important documents, all those who receive fax will automatically have to give confirmation of receiving the document. This removes additional anxiety about whether the document, being urgent or critical, has been received or not. A good old hard copy of any document is always preferable over a soft copy. A fax machine continues to be used regularly and isn’t going out of use anytime soon and is only continuously evolving to adapt to the changing business communication modes and technology.
Online Faxing Service
The only replacement there has been for traditional faxing is the emergence of online faxing services. One can always argue how faxing promotes the waste of paper. With the rise in the digital mode of communication, one should encourage the use of soft copies. But more often than not, data that is procured in the form of a soft copy is often put down or printed.
To receive a fax, allows one to not only prevent any kind of intentional or unintentional manipulation of the data being received. A third party can access it, only when they are physically present. Unlike the online world, where it has become challenging to trace any form of fraudulence that occurs on a daily basis in most enterprises.