Online Fax vs Email: What you should know

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Despite the tech-celebration of recent times, faxing is still very much a part of daily life for some very specific business operations and personal tasks. A far cry from their clunky 1980s predecessors, faxes now resemble email more than anything else, and have moved to the cloud.

If that is the case, you may be wondering why online faxes are relevant when we have email.  Well, as you will discover in this piece, there are some key differences between the two, and both still have their place. Read on because we show you how online faxes could be just the solution you need.

Who and what is it for?

Some industries still require faxing, especially highly regulated industries such as healthcare, legal, and financial services. Online faxing enables you to send and receive faxes from your email or browser with Proof of Delivery certificates, helps businesses to comply with directives such as MiFID II, GDPR, and PCI-DSS, and compared to having paper documents, with faxed documents being electronic, it can be quite useful to be able to look up specific content within files as they can easily be converted into searchable PDF format.

How online faxing works

If you find yourself having to send a fax, to begin with you will need to register with an online fax service. It’s a good idea to read an online fax review to find the one that does what you need it to do.

Once you have chosen a service, you will get a fax number. This number will enable you to send faxes, and customers or businesses will be able to send you faxes via email in return. To send a fax, all you must do is attach a document to an e-mail message. The document can be a scan of a paper document, or it can be created in a program like Microsoft Word. Address the message to the recipient’s fax number, followed by the name of the faxing service, and a secure, and legally valid, document is on its way. Easy!

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Why faxes rather than email?

Online faxing provides greater security in information management. Your sensitive data is automatically encrypted for transmission, and on reaching its recipient, is only accessible from their personal, password-protected account.

Compared to paper copies, it is easier to store and archive information with online faxes. You can sort signed documents electronically directly through your fax software, eliminating the need to handle paper copies at all, and there is no need to think about having to scan documents anymore. Also, it is a greener solution for those moving toward a paperless office.

Another thing to consider is that documents sent by fax are seen as legally binding, whereas email is not. Because faxed data is transmitted via telephone lines, a hacker would have to know the exact moment a fax is sent to be able to intercept it. Furthermore, if you need to exchange important documents, sometimes a handwritten signature is requested for legal purposes. Online faxing enables you to send and receive such documents using a secure line with end-to-end encryption.

Beyond hand-signed signatures, electronic signatures are another reason for businesses to use online faxing. Legally speaking, electronic signatures are actually stronger than signatures provided by any other means. And best of all, online fax service providers let you apply digital signatures to any document without having to print anything.

And finally, online faxes enable you to manage all your faxes directly on the cloud – from any point of the world that has an Internet connection. This means that you can access all your important documents at any time, whether you are away on business, or working from home. In a world where flexibility and mobility are increasingly important, the online fax may just be the solution you need to get the job done.

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