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The Advantages of Sending Documents via Fax rather than over Email

Updated: Oct 23, 2023

In an era dominated by digital communication, the fax machine may seem like a relic from the past. However, it remains a powerful and viable tool for sending documents, particularly when compared to email. In this blog, we will explore the unique advantages of sending documents via fax over email and why this method still holds its ground in certain scenarios.


1. Security and Privacy:

Faxing offers enhanced security and privacy for your documents. When you send a fax, the information is transmitted directly from one fax machine to another over phone lines, making it less susceptible to hacking and unauthorised access.


2. Legal Validity:

Faxes have long been recognised as legally binding in various jurisdictions. When you send a fax, you receive a transmission receipt, providing proof of delivery and ensuring the integrity of your document for legal purposes. This can be crucial, especially in industries where legal documentation is frequent and necessary.


3. Reliability and Confirmation:

Fax machines provide a high level of reliability. You get immediate confirmation that your document was sent successfully. On the other hand, emails can get lost in spam folders, encounter delivery delays, or face technical issues, leading to uncertainty about the receipt of the document.


4. No Dependency on Internet:

Faxing doesn't rely on an internet connection or email servers. This is significant in areas with poor internet connectivity or during internet outages. You can still transmit important documents without interruption.


5. No File Size Limitations:

Email often has limitations on the size of attachments you can send. With faxing, you can send larger files without encountering size-related constraints, ensuring all your documents get through regardless of their size.


6. Universal Accessibility:

While email may require a device with internet access and an email account, faxing only requires access to a fax machine. This universal accessibility makes faxing a viable option in various settings, including healthcare, legal, and government organisations.


7. Ease of Use:

Fax machines are typically straightforward to use, requiring minimal technical knowledge. You load the document, input the recipient's fax number, and press send. This simplicity makes it an attractive choice for those who may not be tech-savvy.


8. Preservation of Document Integrity:

When you fax a document, you maintain the original formatting and structure of the document, ensuring that the recipient receives an exact replica (a Facsimile of the original). Email can sometimes alter formatting based on the email client or settings, which could be inconvenient, especially for professional documents.


In conclusion, the fax machine still holds its ground as a reliable and secure means of transmitting important documents. Its advantages in terms of security, legal validity, reliability, and accessibility make it a valuable tool in certain industries and circumstances. While email is dominant in the digital realm, faxing remains an essential choice when privacy, legal compliance, and document integrity are of paramount importance.


Stand-alone Fax Machines are available from various manufacturers, however, Fax is more often incorporated in Multi-Function machines that Print, Copy, Scan and Fax and perform just the same as a stand-alone Fax machine.


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