Though faxing has existed for more than 100 years, it’s still in use today. With the fast changes in technology, though, many people and businesses are turning away from traditional fax machines and opting to e-fax documents instead. While traditional faxing is still available and a frequently used option for sending certain types of documents, e-faxing offers greater mobility and flexibility, two things that are greatly needed in today’s fast-paced world. 

How Does E-Faxing Work?

E-Faxing is a simple process not too unlike traditional faxing. Instead of using a fax machine, though, you’ll use a computer or other internet-connected device to send and receive faxes. There are a few steps you’ll take to start sending e-faxes. 

Join an E-Faxing Service

Choose and sign up for an e-faxing service that’s designed to meet all of your needs. Companies like mFax make it easy to send and receive faxes online, so you can view them wherever you are. You’ll need to choose a service that offers the convenience and security you need, and then go ahead and sign up to use it. 

Create a Document and Upload it

When you’re ready, you can create a document and upload it to the e-faxing system. This can be done by computer or any internet-connected device. For official documents, you may want to use a scanner to scan pages to your computer. If it’s not an official document, it’s possible to scan it with your phone and use that for the fax. 

Send the Fax Anywhere

Once the document is ready, it’s time to send the fax. Make sure you have the correct information for where the fax needs to go, and the fax can be sent immediately to the recipient. You should receive a confirmation when the e-fax has been sent to the recipient in case you need to prove it was sent in the future.  

Benefits of Opting for E-Faxing

Is there a benefit to opting for e-faxes instead of using a traditional fax machine? It actually turns out that there are quite a few benefits, including the following. 

Faster Than Traditional Faxes

Traditional faxes can take a while to send. Everything has to be scanned, then the fax is sent to the recipient. If there is any problem, the fax will be canceled and the process will have to start over again. Depending on several factors, traditional faxes can take more than a few minutes to send. E-faxes, on the other hand, are instant. 

Lower Costs for Operation

E-faxes cost a lot less. There’s no need to purchase special software or to have it fixed when it stops working. You won’t need a dedicated line just for the fax machine, paper, or toner to print the faxes you receive. Everything is done digitally, so there’s almost no overhead to using e-faxes. 

A Convenient Option

E-faxes are a far more convenient option. Their speed, portability and more mean you can send and receive faxes any time, not just during business hours or when you’re close to a fax machine. You can be anywhere and receive the fax on a mobile device or computer, and you can even send faxes from your phone. 

More Secure for Sending Documents

When a traditional fax is sent, it prints from the fax machine. Anyone in the room can view the fax, so there’s little to no security. When sending an e-fax, on the other hand, encryption is used to keep the fax secure and the recipient will need to sign into their account to receive it. 

Never a Busy Signal

If a traditional fax machine already has an incoming document, yours will be canceled and you’ll have to try to send it again. This isn’t an issue with e-faxes. As soon as you send it, the recipient will receive it, no matter how many faxes they’re receiving at the same time. 

Downsides to E-Faxing

While there are many benefits to e-faxing, there are some downsides to consider, too. Make sure you think about these carefully and find the right solution before signing up to send and receive e-faxes. 

Potential for Downtime

With the right service, you won’t have to worry too much about downtime, but it is a possibility. The system may need to be down for maintenance, which typically occurs during off-peak hours, or there could be an issue that causes the system to go down until it is fixed. 

Software Limitations

There are limitations to the e-faxing software that may be used. It’s crucial to check the service you’re interested in carefully to make sure it has everything you need and that it’ll continue working for you well into the future. 

Security Concerns

For those in healthcare or other fields where there are regulations tied to documents that may contain private information, security will be a concern. Make sure the service you choose is set up to adhere to all regulations to prevent sending faxes that don’t have the proper security. 

How to Protect Documents Sent as an E-Fax

Sending e-faxes is typically more secure than a traditional fax, but it may not be good enough to adhere to local, state, or federal regulations. Make sure you always send with a cover page, double-check the recipient for the document, and use encryption when sending to keep the document as secure as possible. Speak with the service provider to find out what else can be done to ensure you meet all relevant regulations when sending an e-fax. 

Traditional faxing is still possible, but changes to e-faxing are becoming far more prevalent. Many businesses are making the switch and taking advantage of advances in technology to make it easier for them to send and receive faxes at any time. If you’re looking for a way to send faxes quickly and easily, look into working with an e-fax service provider. This could be a far more convenient way to send faxes and allow you to receive them wherever you are. Check out the options available now to learn more.