In our modern world of continuously developing technology and swift communication, some people have never heard of fax and are unaware of any use for fax machine technology. Indeed, many young people wonder: does anyone still fax? The truth is that many companies (particularly in the legal, healthcare, and government sectors) still rely significantly on faxing. Virtual faxing, which is ideal for business-to-business communication, is still utilized for document digitalization, transfer, storage, and management. If you’re a business owner seeking a better way to transmit paperwork, you should look into online faxing. However, as a result of technological advances, fax is no longer the same as it was decades ago.
What is Virtual Fax?
Virtual faxing (also known as “online faxing,” “electronic faxing,” or “eFax”) is a modern solution to the faxing problem in an increasingly digitally connected world. It works on the same principles as traditional fax, except that documents are transmitted via Internet protocols rather than a standard phone line and an onsite fax machine. There is no need for software, a fax server, or a fax machine in this situation, as long as both the sender and the receiver have an electronic device with an Internet connection (a computer, tablet, mobile phone, etc.).
How Does it Work?
Virtual fax works on the same principles as traditional fax, except that documents are transmitted via Internet protocols rather than a standard phone line and an onsite fax machine. There is no need for software, a fax server, or a fax machine in this situation, as long as both the sender and the receiver have an electronic device with an Internet connection (a computer, tablet, mobile phone, etc.).
Advantages Of Virtual Faxing Over Email
“If internet faxing provides an email account with the ability to transmit and receive faxes, why not just use email?” This is just one of the commonly asked questions. And it is a valid question. At first glance, it may appear like sending fax online isn’t any better than sending it as an email attachment, but that’s where things get complicated. The distinctions are small but significant.
Email has become imperative to most organizations because it is the primary means of communication. However, many people are unaware that email is not a secure method to communicate and receive information unless special controls are in place to make it more secure. Malicious attachments in emails, such as spyware or viruses, can bypass firewalls and infect the recipient’s device. Email accounts can also be hacked, and important data might be corrupted or stolen.
Faxing, believe it or not, is as relevant as ever, and for a variety of reasons, as below. But for starters, virtual faxing does not carry email viruses!
Legality – For a document to be legally binding and hence admissible in court, its authenticity and accuracy must be guaranteed. This is a significant advantage of virtual fax over standard email, which cannot do this due to its vulnerability to fraudulent behavior, interception, manipulation, and hacking. Moreover, a faxed signature is legally binding and recognized for a wide range of business operations.
Security – In general, virtual faxing is more secure than traditional faxing and email. On the one hand, cloud-based faxes encrypt the message so that it can be safely transmitted between parties, which is not always the case with traditional methods of document sharing. On the other hand, unlike other online methods of communication, digital faxing is not susceptible to spam and dangerous software.
Flexibility – Online faxes are delivered straight to the recipient’s email and saved in the cloud. It enables the intended receiver to obtain the document even if they are not near a fax machine. Such flexibility is particularly useful for businesses with staff who work from home, where document delivery can be difficult.
Evidently, online faxing is a significant tool for both large and small organizations. For businesses that value data security, increased productivity, or the exchange of signatures swiftly, virtual faxing clearly outperforms email. Contact us if you believe your company will benefit from a virtual fax service. Learn more about the outstanding TELUS Business Connect solutions, now available through Expert Business Solutions
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