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Why VoIP Faxing Can be Trouble…

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Fax Over VOIP

(and What to do About it)

As the world’s leading provider of cloud fax services for midsized to large businesses, we receive a lot of questions from IT professionals about faxing and VoIP. “Can we fax over a VoIP line?” many ask us.  Because most of these companies have already migrated to a VoIP infrastructure (which we have written about in previous blog posts) for their voice communications, they are obviously hoping we’ll say yes.

But not before we offer them some serious warnings.

“You can try, and it may work just fine,” we would say.  “But it might not work consistently, meaning some faxes may go through but not others, especially longer ones more than a few pages. Or you may be able to send faxes but not receive, or visa versa.”  

In fact, faxing over VoIP can be so problematic that many VoIP service providers recommend keeping a plain old telephone service (POTS) line or two just to be on the safe side with analog applications like fax, postage machines and alarm systems, not to mention as a backup for when the VoIP network goes down, which it invariably will from time to time.  That advice gets the provider off the hook when problems pop up and brings in additional revenue, as traditional business phone lines typically cost over $50/month.


Can You Fax Over VoIP?

Technically speaking, yes, a business can send and receive faxes over a VoIP network. But the more you know about VoIP, the less confident you will be entrusting it with your company’s important fax transmissions, especially if you are doing a high volume of faxing.

And in case you aren’t familiar with VoIP, here’s a very brief overview of what it is and how it works.

how-voip-works-with-fax

What is VoIP?

VoIP, or Voice over Internet Protocol, is a communication technique used for sending voice over what used to data-only networks.  Rather than transmitting a conversation over the traditional circuit-based telephone network, VoIP takes the sounds in your phone call — the voices of the speakers and any background noises — and converts all of that into a series of data packets.  These packets are like envelopes containing the bits that comprise the voice call.  

The VoIP packets travel across your local area network (LAN) and/or wide area network (WAN), and may also be sent across the Internet, mixed in with many other packets containing email messages, word documents, spreadsheets, images, etc. At the receiving end, the voice packets are separated from the other ‘data’ packets and reassembled to recreate the words that were just spoken.  

Naturally this all has to happen very fast, in a fraction of a second, so VoIP packets are considered to be very time-sensitive; if a packet containing a snippet of a word is delayed or arrives out of order, it is useless and must be discarded.  That leads to the occasional blips and dropouts that one hears in VoIP phone calls, especially if they happen to travel over the public Internet where network congestion can cause packets to be delayed or lost along the way.

Converting voice to packets using VoIP technology makes sense for several reasons, but the first advantage is the tremendous cost savings that can be achieved by converging multiple types of business communications, that used to require multiple dedicated networks, over a single connection.

A related benefit is compression to reduce the amount of bandwidth required for phone calls. VoIP doesn’t just convert analog voice calls into digital format — the technology can compress that data considerably. A typical phone call, when it is digitized, requires 64kilobits per second (kbps) of bandwidth per call.

VoIP services, using compression protocols, can squeeze the number of bits in a voice call down to as little as 32, 16, 8 or even 4kbps (with corresponding reductions in sound quality), before sending that call across the Internet. For a large company or call center, whose employees make hundreds or even thousands of calls a day, this adds up to considerable savings.

But here’s the problem. While many forms of data can handle and even benefit from compression — including voice, documents and video — the analog fax tones cannot be compressed.

And this is where fax’s problems with VoIP begin.

How Fax Works In A VoIP Environment — And Why It Can Fail To Work…

Problem #1: Bandwidth and Compression Issues

Unlike voice calls, fax transmissions can’t be compressed. Fax data must be digitized and transmitted over IP at a full 64kbps — more than double the 32kbps or lower bandwidth of a typical compressed VoIP call. And that’s before accounting for IP packet overhead, which pushes bandwidth needs to about 88kbps — roughly 175% more than a VoIP call.

During peak usage or in large-scale faxing operations, this bandwidth demand can become a real bottleneck. It’s the same root cause for the common complaint about choppy or broken audio in VoIP calls. When other apps, devices or users are eating up bandwidth, VoIP traffic struggles to stay consistent. For online fax, that inconsistency can result in corrupted pages, filed transmissions or a silent failure.

Problem #2: Packet Loss, Delay and Jitter

In a VoIP environment, packets are broken down and travel independently across the network, and may arrive out of order, delayed or not at all. But fax is extremely sensitive to network conditions and any disruption can break synchronization between the machines. Even a 1% packet loss or a delay of more than two seconds can cause the transmission to fail entirely. 

These disruptions usually stem from the following common VoIP challenges:

  • Jitter: The phenomenon where packets arrive at inconsistent intervals, causing fax tones to break.
  • Dropped Packets: Similar to dropped calls — this problem is prevalent on congested or poorly configured networks.
  • Network Congestion: Too many simultaneous tasks (streaming, large file transfers or multiple voice calls) lead to delays.
  • Quality of Service (QoS) Misconfigurations: Without proper prioritization, VoIP and fax traffic compete with other applications.

Problem #3: Protocol and Compatibility Conflicts

VoIP often relies on codecs like G.729 that prioritize compression and voice clarity over fidelity, while fax machines use protocols like T.30, T.38 and G.711. The transition from one protocol to another, especially mid-transmission, often introduces gaps or delays in the analog tones that lead to synchronization issues between machines and the transmission fails. 

Even T.38 — often promoted as the standard for reliable fax over IP — comes with caveats. It only works if both endpoints and all intermediate networks fully support and implement it correctly. Unfortunately, many service providers either don’t support T.38 or implement it inconsistently, making cross-vendor communication unreliable. And if a T.38 fax must be transcoded mid-route (for example, over a non-compatible network), that introduces more latency and increases the chance of failure.


Fax Can’t Share the Information Highway

An intuitive way to understand the unique challenges that Internet Protocol creates for faxing is by thinking of a standard analog fax transmission as a presidential motorcade. Fax was designed to enjoy a dedicated and direct path from sender to recipient.  On the old telephone network, fax traveled over a dedicated circuit it didn’t have to share with anybody.  Returning to our motorcade analogy, this is where all cross-traffic is blocked to keep the motorcade’s speed high and consistent, and in which all of the cars in the motorcade can remain in their original sequence for the entire journey. Put simply, all lanes for the fax are cleared from start to finish so there is never any delay.

A VoIP or other IP-based network, on the other hand, was designed for complex and ever-changing traffic patterns — more like a 12-lane highway where a mixture of real-time and non-real time data packets (cars) are frenetically traversing the path and jumping in and out of lanes at all times. Some of these pieces of data share a lane for part of their journey; some data packets arrive in a different order than they were sent; still others might get re-routed or even stuck on the road for a few moments, forcing the finished data transmission to wait at the recipient’s end until they arrive and can be pieced back together in order.

Fax is a road-hog of a technology, not designed to share its lane with anyone else. So when confronted with delayed or dropped packets, fax simply shuts down.

Which is why we at eFax Corporate® explain to the IT professionals who ask us that, “yes, technically you can send or receive a business fax over a VoIP network — but doing so may create more problems for your organization than it solves.”

So What Can You Do About Fax After You’ve Migrated to an IP Environment

It’s tempting to look for a way to migrate your company’s legacy fax infrastructure to your new IP environment. After all, IP creates efficiencies, it helps your organization save money, and it can centralize many of the communications technologies that your IT department once had to manage and troubleshoot separately.

But if we’ve convinced you that fax won’t enjoy the many benefits of IP that your other data communications are enjoying, then the question is: What can you do to modernize, streamline and improve the efficiency of your legacy fax infrastructure?


The way we see it, you have seven options after migrating to a IP environment:

Move to a cloud fax model. By converting faxes into email attachments, cloud faxing eliminates dependency on fragile analog signals and VoIP infrastructure, like the cloud faxing solution from eFax Corporate. It streamlines faxing, increases reliability and empowers your team to send and receive secure faxes directly from their desktops — with full audit trails, encryption and compliance built in. For more about cloud fax, you can also download our free white paper: The IT Manager’s Survival Guide: Outsource Your Fax Infrastructure to the Cloud

Leave your existing fax infrastructure in place and continue to pay for dedicated telecom services. This is relatively safe as a short-term solution as it fails to address many of your existing issues with faxing and may create new ones of its own. For example, caring for an aging in-house fax infrastructure is costly, time-consuming and inefficient for your business.

Roll back to analog lines for every fax number. If you’ve already migrated to IP and now are experiencing faxing issues, you can revert to a fully onsite network of fax machines and servers, supported by analog or T1 lines. This might seem like a “safer” move, but it’s a costly step backward in terms of both innovation and operational efficiency.

Modernize your VoIP infrastructure to minimize interference with fax. If you must maintain some fax capabilities within your VoIP setup, you can optimize your network by implementing QoS (Quality of Service) settings that prioritize fax and VoIP traffic. Use VLANs to isolate fax transmissions from other network traffic. Upgrading your router, increasing bandwidth and installing jitter buffers can also reduce packet loss and call quality issues that impact fax reliability.

Segment and virtualize your VoIP network. Establishing a Virtual Local Area Network (VLAN) exclusively for VoIP and fax devices can significantly improve stability. It reduces network congestion and gives IT greater control over packet flow. Additionally, ensuring all hardware uses the same compatible codecs (like G.711) and disabling SIP ALG in routers can resolve one-way audio issues and improve transmission success rates for both voice and fax.

Partner with a unified communications provider that offers VoIP-optimized fax support. Look for partners that provide full T.38 support, offer proactive monitoring and can help you troubleshoot issues like jitter, latency and failed outbound transmissions. With 24/7 reliability, real-time support, and SLA-backed performance, a strong provider partnership can help you maintain business continuity without compromising on quality.

Wait for a standards-body solution that fixes fax-over-IP issues. It’s possible that one day, a new protocol will emerge to overcome packet loss, jitter and interoperability problems. But with existing standards like G.711, T.37, and T.38 still widely in use decades after their introduction, this may take time that your company’s current faxing doesn’t have.

Send and receive faxes in minutes.

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Online Faxing: What You Need to Know About Data Encryption and Cloud Storage

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Online Faxing: What You Need to Know About Data Encryption and Cloud Storage

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People sent sensitive data over public fax machines and stored documents on-site in unsecured filing cabinets for many years. And many of them did it without a care in the world.

So, it’s safe to say that a lot of sensitive data has been exposed to unauthorized people. And organizations that continue to use fax machines are putting proprietary information at risk every day and opening themselves up to significant financial losses.

However, things are shifting as new digital technologies take root. Today’s companies are increasingly aware of the security risks of sending sensitive information via fax.

That’s why you should move away from using traditional fax machines to send and receive sensitive data. Online fax solutions with built-in data encryption can solve these problems. With data encryption, you gain a much more secure way of transmitting and storing data than traditional faxing.

Table of Contents

What Is Data Encryption?

Today, several major industries still prefer faxing information, including the government, health, financial services and manufacturing industries. Also, in large firms of 500 employees or more, over 80 percent of workers still use fax machines.

It would be wonderful if your intended recipient was the only person who could read your electronic data, wouldn’t it? That’s where data encryption comes in. It involves translating data into a different form or code so that only people with decryption or secret key can access and read the original message.

Online fax encryption technology works by scrambling any sensitive electronic so that it stays private. That makes it harder to tamper or steal. And if unauthorized third parties attempt to access your data, they’ll only see a nonsensical collection of characters and words. While they could try to make sense of it, that would be an impossible task without the data encryption key.

Another advantage of data encryption is that it keeps you compliant with several data protection laws. In the US, a mix of federal and state laws protect the personal data of residents, while the European Union (EU) has the General Data Protection Regulation (GDPR) and the Data Protection Law Enforcement Directive, among others.

Violating these regulations, even if those missteps are unintentional, can have far-reaching consequences for companies. That’s why data encryption technology is instrumental in keeping your company legally compliant with all state and federal data security laws governing your industry. Also, having data encryption in place can help you navigate legal and security minefields in other countries where you do business, thus protecting you against having to pay large non-compliance fees.

Why Is Data Encryption Important?

By 2020, there were 44 zettabytes of data in the entire digital world. That equates to 40 times more bytes of data than there are stars in the universe as we know it. Every digital action your company takes, collecting, saving or disseminating information, contributes to the global data byte count. That includes all the data you send and receive via fax.

Depending on the nature of your business, you may collect and house private information, such as Social Security numbers, email addresses and financial account information. What’s more, you may have insights into customers’ previous purchase history and saved shopping preferences stored in databases if you are in the retail or eCommerce space. If your work in healthcare, you may have medical or insurance information about patients in your data sets. No matter what your business does, you have stored data.

While all the information you gather can be vital to your operations, this data can include private or sensitive details about your clients. No one who does business with you would be happy to know their personal data has been exposed to unauthorized third parties. Unfortunately, cybercrime is on the rise as bad actors continually come up with new schemes to access personal and corporate data. No company is safe from the risk of cyberattacks today. It’s clear why data security should be a priority for your organization.

In fact, research shows that your clients expect you to safeguard their personal data at all times. For example, one study indicates that 87 percent of consumers would not do business with a company whose data security practices concern them. Also, research has uncovered that 78 percent of customers would stop doing business with a company that gives away their sensitive data.

You must take customer concerns about data privacy very seriously. How your company handles its data security can influence how customers perceive your business. Your goal is to present your company as an industry leader in data protection.

How can you do that? Encrypting sensitive data is a must. When you pledge to encrypt data, your customers gain the assurance that you will protect their data against unauthorized access.

A secure online fax service will use data encryption, thus enabling you to send and receive faxes confidently. That’s why partnering with a quality service provider is necessary to enhance your personal and business communication.

How Data Security Helps You Build More Brand Trust

Did you know that over 80 percent of customers prefer to buy products from brands they trust?  That’s why you should never underestimate the effect of brand trust in attracting and keeping customers.

Also, it’s worth noting that data privacy can make current and potential customers perceive you in a positive light. Case in point: 69 percent of consumers want brands to address the issue of personal data and how it is collected and used.

When you use cloud-based online fax encryption, you will improve your brand identity’s trustworthiness. At the same time, you will aggressively safeguard your electronic data and keep it safe from potential breaches. Also, your encryption technology makes it harder for third parties to invade your customers’ privacy.

Another advantage is that you can retain both original and backup digital fax copies for as long as you want. By doing so, you can enhance the accuracy of your business records and protect your business against anyone who wants to steal or tamper with information.

In addition, you will safeguard yourself from business record losses. And the good news is that cloud storage is compatible with PDF, Microsoft Office 365 files (examples include Microsoft Word and Excel documents) and other business document types.

Simply store or send your private files as secure faxes online, and data encryption technology will ensure they are kept safe and secure. The technology is effortless to use and can fit seamlessly into your team’s work routines.

Enhance Your Data Security with eFax

eFax is an internet-based fax technology that enables you to send and receive secure personal or business faxes from anywhere in the world using your smartphone, tablet or computer. You can use it via a mobile app, desktop app, email or a secure online portal on the web.

As an added benefit, you don’t need to invest in a dedicated fax machine to use eFax. You also will not require a multifunctional fax-enabled printer or an additional investment in a landline to send and receive faxes. Instead, all you need is an internet-enabled device and access to the web.

eFax is compatible with many types of business infrastructure, making it possible for them to integrate the cloud and advanced data encryption quickly. It utilizes secure socket layer (SSL) encryption within a secure server to optimize security when faxing, thus, protecting your business against dangerous data breaches which affect data integrity. You can safeguard internal company information along with your clients’ and partners’ data.

Another benefit of eFax is that there is no third-party human intervention to process your faxes. That means you won’t have to risk an unauthorized person gaining insight into your private financial or business data.

With the flexibility to use eFax on various devices, you can send and receive faxes wherever you are, on any device, 24/7. All you need is an internet-enabled device to send and receive your faxes, which you can then print later if the need arises. You’ll be able to conduct your business with speed and efficiency, giving you more opportunities to win business and excel at customer satisfaction.

The time is now to leave your outdated fax machine in the past and bring your communications into the 21st century. You can get started with eFax today and get the peace of mind that comes with knowing that your fax communications are always secure. In addition, you can achieve alignment with critical security and privacy laws to avoid any risk of non-compliance. Your client and partners will value your commitment to keeping their data secure, leading to greater loyalty and increased business opportunities.

If you need insight into the value eFax delivers to other organizations, you can read the many positive endorsements in our product reviews section.

Send and receive faxes in minutes. Start faxing now.

Send and receive faxes in minutes.

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Why VoIP Faxing Can be Trouble…

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Is Online Fax Secure in 2025? All You Need to Know

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Many businesses aim to increase their productivity. When team members can perform their tasks more efficiently, that opens up new opportunities and empowers new business growth.

In 2023 alone, workplace productivity in the United States climbed by 5.4%. Although this percentage may seem like a small increase at first glance, it’s significant since productivity growth hasn’t increased more than 1.5% in a single year since 2004, surpassing the 2.9% pace seen during the last productivity surge in the 1990s. This increase in productivity is good news for many businesses, and the right technology is necessary to help them stay the course.

What can organizations like yours do to keep pace? Online faxing is an essential productivity-boosting tool that can help you increase efficiency and spark growth. But many people wonder about the security of online faxing. You might be surprised to learn that online faxing is one of the most secure forms of communication available today.

Here’s what you need to know about online fax security to make the best decision.

Can You Trust Online Fax Services?

While online faxing has become increasingly popular over the past few years, some people are still hesitant to use it because they’re unsure if it’s secure. We have answers. 

You can trust the safest online fax service, but it’s essential to choose an encrypted file-sharing service to protect your sensitive data. You should look for a service that offers AES 256-bit encryption, the highest encryption standard available.

With AES 256-bit encryption, both you and the fax server have a copy of the fax as you transmit using the internet. For faxes sent to you, once you receive the file, you’re the only person who can access it.

How Secure Are Online Fax Services?

If you’re using a traditional fax machine, you put any information you send at risk. Conventional fax machines use analog phone lines to send information, which has no encryption. They’re highly susceptible to data theft for this reason. If you risk sending a fax using a phone line, you could lose data and revenue and expose your company to fraud. 

Conversely, eFax Protect uses encryption technology that scrambles sensitive data and keeps it secured. The technology makes it harder for hackers to tamper with or steal your information. This is especially vital since your clients and partners expect you to protect their data at all times in today’s environment.

Plus, you can never guarantee your fax won’t fall into the wrong hands when it reaches its destination. Often, faxes sit on unattended fax machines, and anyone can pick them up. This can lead to a major breach of trust or compromised data. 

However, online faxes aren’t as vulnerable to unauthorized access. An unauthorized party will only find scrambled information if they try to access your fax. It’s impossible to decipher this information without a data decryption key. Only those with the decryption key can access the original message.

How to Securely Transfer Files over the Internet

If you want to know how to send a file securely, the answer is simple. You need to invest in a secure online fax service.

You must find a service with enough features to meet your needs. With secure file-sharing online solutions from eFax, you’ll feel at ease knowing your communications are safe and sound and your faxing solution can meet your demands.

How to Send Documents Securely over the Internet 

With online faxing, you can fax from tools you use every day, like your computer or smartphone. With either of these devices and eFax, you have everything you need to send a fax immediately. eFax allows you to send your fax using email or eFax Messenger.

You can compose and edit your fax and send it by email. You can then receive a response and sign documents using your mobile device.

How to Send Files Securely via Email

A secure online fax service provides military-grade, end-to-end encryption. You can send faxes using well-known email services like Outlook, Gmail, or Yahoo. You can also use your custom domain to send faxes with eFax. 

You can follow this simple process any time you need to send secure info over the internet:

Step 1: Enter the recipient’s number followed by “@efaxsend.com” in the “To” field.

Step 2: Add up to ten attachments.

Step 3: Click “Send Fax.”

The recipient will then receive your fax on their machine. For them, the process is just like receiving landline-based faxes.

How to Send Faxes from Your Desktop

You can send a fax from your desktop by downloading eFax Messenger Software. It works with both Windows and iOS

The steps for sending a fax from your desktop are as follows:

Step 1: Open eFax Messenger and log in.

Step 2: Go to the “File” menu and click “Create New Fax.”

Step 3: Select your recipient’s number from your contacts or enter it manually.

Step 4: Add up to ten attachments.

Step 5: Click “Send Fax.”

Your document(s) will arrive at your recipient’s fax machine.

How to Send Faxes from Mobile

eFax Mobile is available for both Android and iOS devices. You can download our official app on Google Play or the Apple App Store

Here’s how to send a fax using your mobile device:

Step 1: Open the eFax app and tap “View Faxes.”

Step 2: You can add your signature by tapping “Sign Faxes.”

Step 3: Save your signed fax.

Step 4: Tap “Send Faxes.”

Step 5: Choose your recipient.

The recipient will receive your document just as with faxes that originate from a landline.

Is Fax Secure for Sensitive Data?

Today’s professionals are tech-savvy. And many professionals need to handle sensitive information, including trade secrets, financial details, or private employee or client information. Security is always a top priority. Any compromised data can cause many unwanted consequences, including lost revenues, prolonged downtimes, breaches of customer trust, and reputational damage.

Using a traditional fax machine is far less secure, and malicious actors can gain access to sensitive information. If you want to send secure info over the internet, it’s much safer to use an online fax service.

Does Online Faxing Meet Mandated Security Standards?

An online fax service will enable you to comply with regulations such as the Health Insurance Portability and Accountability Act (HIPAA). The Graham-Leach Bliley Act (GLBA), or others. HIPAA rules safeguard personal health information, while GLBA requires that financial institutions protect their customers’ private data.

Suppose you handle this kind of sensitive information. In that case, you must ensure your online fax service meets regulatory HIPAA or GLBA compliance standards for all the vital work you can do with online faxing. At eFax, our online fax software empowers you to comply with these and other regulatory mandates or industry standards. You can rest assured that any confidential information you share stays protected.

Is It Safe to Fax Personal Information?

What if you’re not sending faxes for professional purposes? Many of us need to fax private information for various reasons, such as insurance claims or loan processing. No matter the intent, your best bet is to use a secure online fax service. 

With eFax, you can trust that your personal information stays encrypted throughout the entire transmission. You’ll never need to fret about your private data falling into the hands of bad actors.

Is Online Fax Safer Than Email?

A premium online fax service is more secure than standard email. Email passes through several networks and servers as it travels from the sender to the recipient. Every link in the network is a point of weakness. These points are vulnerabilities where hackers can intercept your faxes. This cyber theft tactic is called a middleman attack.

The answer is simple if you want to know how to send a file securely. Invest in a secure online fax service, like eFax.

Why Online Faxing Is the Most Secure Way to Exchange Information 

When you trust a leader like eFax, you get eFax Secure. It’s perfect for protecting sensitive and confidential files or forms.

eFax Protect uses 256-bit AES and Transport Layer Security (TLS) encryption, the highest encryption standards available. Our service lives on Tier-3 secure servers, protecting your data 24 hours a day, seven days a week. We also use the Secure Socket Layer (SSL) protocol to keep your faxes secure around the clock. HIPAA, GLBA, PCI, and SOC compliance with full data encryption.

What Is the Safest File Sharing Site?

eFax is the most secure way to transfer files. With eFax, all your faxes remain private and confidential. We’ll provide you with your own safe, personal email inbox.

Our servers have nearly 100% uptime. For this reason, you’re assured of secure, encrypted delivery of all your essential fax communications. eFax is the clear choice for secure sharing of documents and files. 

eFax Protect: A Scalable, Secure, and Reliable Cloud Fax Solution

eFax Protect not only conforms to strict standards for security and compliance across multiple industries, keeping you and your client’s data secure, but keeps your data safe, secure, and confidential with 256-bit AES encryption and multi-DID support, which allows you to manage multiple lines with a single account.

With uncompromised safety and unrivaled convenience, eFax Protect offers built-in price breaks for high volume usage, with the flexibility to combine inbound and outbound faxing.

Learn just how secure eFax is for yourself. Get started with secure online faxing today!

Send and receive faxes in minutes.

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When was the Fax Machine Invented?

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A Brief History of the Fax Machine

While the modern fax machine was invented in 1964 by the Xerox company, the first fax machine ever invented was Alexander Bain’s Electric Printing Telegraph, patented in 1843. Fax machines were the forerunners of digital communication and fax services predate the telephone.

At the beginning of the 20th century, the AT&T Corporation advanced fax technology by sending photos via wire transmission. Soon after, The Radio Corporation of America (RCA) successfully transmitted a wireless fax across the Atlantic Ocean. It wasn’t until decades later though that the first modern-day, commercialized fax machine was introduced by the Xerox Corporation.

Fax machine usage in commerce became widespread during the 1960s after Xerox patented the first modern fax machine. In 1966, a fax machine that could be connected to any phone line made faxing documents commonplace in many businesses. Since then, faxes have come a long way, and these days, online faxing is common.

Over the past 75 years, fax transmission time has reduced from an average of six minutes to an average of one minute. The classic “fax machine” of the 1980s (which cost $20,000 in 1982!) has also become obsolete, and faxes are now routinely sent from computers, smartphones or tablets.

Much of modern business has moved online, and fax machines are no different. Online platforms like eFax make it easy to send, receive and sign documents from any device with an internet connection. This keeps fax machine usage relevant in our changing world.

An infographic illustrating the history of the fax machine from 1843 to 2011.

When was the Fax Machine Invented?

The fax machine was invented in 1843 by Alexander Bain, a Scottish inventor, who patented the device. It used a mechanism to scan handwritten or printed images and then transmit them over telegraph lines. This early fax machine laid the groundwork for later developments in fax technology, including the first recognizable version of what we consider the telephone fax patented by the Xerox company in 1964. In 2010, the emergence of internet faxing brought about a new era in fax communication, utilizing cloud-based servers and internet connectivity to transmit documents digitally.

Bain’s ‘Electric Printing Telegraph’ was a crude version of later iterations of the telegraph — but it was still way ahead of its time. 

The first fax machine used a pendulum to scan an image made of raised metal pins line by line. As the pendulum swung across the metal image, it completed an electrical circuit wherever it touched metal. At the receiving end, this electrical signal caused a chemically treated paper to darken through electrolysis, creating a crude copy of the original.

Think of it like a very early dot-matrix printer, where the “dots” were created by chemical reactions triggered by electricity instead of ink. However, it had some major drawbacks that stopped it from going into commercial use:

1. Speed: The scanning system was slow, taking several minutes to transmit even a small image.

2. Synchronization: Synchronizing the pendulums at both ends was crucial – they had to swing in perfect time to keep the copy aligned with the original.

3. Sensitive materials: The chemical paper used for receiving was sensitive to environmental conditions, would degrade over time, and could be messy.

Despite being a groundbreaking technology, Bain’s fax machine invention had limitations that made it impractical for commercial and personal use. It wasn’t until Frederick Bakewell introduced his version of the fax machine that faxing started to take shape as we know it, eventually leading to what we know today as internet faxing.

Timeline of Fax Machine History

1843: Mechanical Fax

Alexander Bain invents the ‘Electric Printing Telegraph’ machine in 1843 which is the world’s first fax device.

1880: Scanning PhotoTelegraph

The English inventor Shelford Bidwell invents the Scanning PhotoTelegraph machine, which is the first telefax machine capable of scanning and sending a two-dimensional image.

1888: TelAutograph

In 1888 the TelAutograph machine was invented by Elisha Grey which allowed users to send signature images over long distances.

1924: Wire Transmission

Scientists at the AT&T Corporation advance fax technology further by sending photos by telephone/wire transmission.

1924: Wireless Transmission

The Radio Corporation of America (RCA) develops the TransOceanic Radio Facsimile and successfully transmits a photograph between New York and London.

1924: Color Fax

The AT&T Corporation invents a fax device which is capable of transmitting the world’s first color facsimile.

1924: 6 mins

It took 6 mins to send a single page fax.

1960: Satellite Fax

The U.S. Army sends the world’s first photograph via satellite facsimile from America to Puerto Rico.

1964: Telephone Transmission

The first commercialized version of the modern-day fax machine is introduced and patented by the Xerox Corporation using telephone transmission.

1974: 3 mins

It took 3 mins to send a single page fax – how long does an eFax transmission take?

1982: $20,000

The cost of a fax machine was recorded at $20,000, which when adjusted for inflation, equates to $62,350 in present-day currency.

1982: Computer Based Fax Board

GammaLink introduced the first computer based fax board, the GammaFax.

1988: Fax Stamp

Europa. Transport and Communications stamp was printed in Greece. Stamp features a satellite and fax machine, symbolizing advancements in transportation and communication technology during that era.

1996: Internet Fax

The first internet fax service is made available to the general public allowing users to send and receive a facsimile via a computer without fax machines.

2010: Internet Fax via Apple Devices

eFax launches iOS app, allowing users the ability to fax directly from their Apple devices.

2011: Internet Fax via Android Devices

eFax launches Android app, enabling users with Android devices to send faxes.


The History of the Fax Machine

If there’s one invention that’s benefited from the passage of time, it’s the fax machine. Invented back in 1843 by Alexander Bain, the first fax machine was a far cry from the compact fax machines we know today.

The image quality was poor and transmissions were less than expedient. Considering the technology at the time, though, this was to be expected. Bain used “pendulums” and a “clock” to synchronize and capture images on a line by line basis – not exactly a speedy way of doing things. The images were then reproduced, giving way to the first fax.

It wasn’t until English physicist Frederick Bakewell improved on Bain’s original “fax machine” that faxing began to take shape – although not at breakneck speed. Bakewell’s fax machine used “rotating cylinders” and a “stylus” to create faxes. In spite of debuting at the 1851 World’s Fair in London to curious stares, it failed to be a runaway hit. Thankfully, Bakewell’s fax machine served as a blueprint from which other inventors could later draw inspiration.

By the late 1860s, Giovanni Caselli had come up with a fax machine known as the Pantelegraph. Unlike its predecessors, though, it was a hit – forming the basis of the modern-day fax machine. It would take another century before fax technology truly found its stride, though.

1988 Greek postage stamp featuring a fax machine, a satellite, and a EUROPA CEPT document.

Xerox

In 1964, Xerox invented the Long Distance Xerograph (LDX), a fax machine that could transmit regular-size documents (one page at a time) to any fax machine in the world. Unfortunately, it took around six minutes to do so. The LDX would remain the standard in fax until a Japanese telecommunications corporation created the “ITU G3 Facsimile Standard” in 1980. But it wouldn’t take long before a new development in fax would take over.

The Rise of Analog Faxing

There are a number of reasons why analog fax machines helped to take fax to the next level. For starters, all you needed to do was plug your fax machine into a regular phone line, and wham! You were ready to send your next fax. This was a big incentive back in the ‘80s and ‘90s – largely because the internet hadn’t yet taken off and people still believed that fax was the safest way to send private data.

But as corporations began to rely more heavily on analog fax machines, the cost to maintain them began to add up. There were paper costs, ink costs, maintenance and repair costs, and more. Plus, there was the inconvenience of having administrators run documents back and forth to the fax machine – impatiently waiting for a busy signal to give way to a much-needed ringtone. And when faxes did transmit, administrators would have to distribute them one-by-one to their intended recipient.

So what’s the takeaway here? Fax technology was transforming, but it was still a pain.

Multifunction Devices

Adding fax machines to copiers or multifunction devices (MFDs) was supposed to make faxing more convenient. And in a lot of ways it did. You could scan, print, fax, and copy documents from one standalone machine – hooray! But the cost factor was still a major problem for owners. In many instances, the cost to run a MFD was more than the cost to run a traditional fax machine. And we’re not just talking about the price tag, but also the cost to repair them.

This was around the time that corporations began switching to fax servers to improve the function of their MFDs and standalone fax machines. On the whole, fax servers were great. Fax machine owners could reduce paper costs and send faxes faster. But as with any next-generation technology, the cost to set up a fax server was expensive. So expensive, in fact, that one server could run thousands of dollars to buy, set up, and run.

That’s not to say that fax servers didn’t bring convenience – they did. Users could send faxes directly from their desktop – without having to deal with an actual printer or fax machine. Further, fax servers answered the all-important question of how to handle private information, which HIPAA law prevents from lingering out in the open on, say, an old-fashioned fax machine, for example.

As fax servers became the new norm for corporations, however, small business owners and individuals were still looking for ways to make faxing easier for them.

Internet Faxing

As the world migrated to the web for most of its data needs, including email, cloud storage, and document editing, a new evolution in fax began in the mid-1990s. For the first time, anyone could send a fax from a computer using an online fax service. The cost was affordable and the technology was simple. All you needed was an internet-ready device and an online fax account.

Unlike traditional fax machines, online fax is fast and convenient. You can send faxes from wherever you access the internet, connecting to fax machines around the world in seconds. Best of all, you don’t have to pay the expensive cost of owning a fax server. For very little money, individuals and businesses alike could send faxes on the go – enjoying the same features you’d expect from a traditional machine, like cover sheets, free local fax numbers, and transmission verification reports.

In addition, online fax services provide end-to-end audit trails, confirming the transfer of your faxes the moment they’re complete. You could even add a cover letter or input an electronic signature to sign a contract.

Online fax service companies offer both email fax and mobile fax capabilities from one electronic device, such as an iPhone. Whereas before you needed a bulky fax machine to send faxes, with a fax app, all you need is your cell phone. You can send, read, edit, and manage all your faxes from one administrator-controlled account.

The Impact of Fax Today

Fax remains an important technology today thanks to leading online fax companies like eFax®. With the eFax Mobile App—one of the best fax apps—you can send multiple faxes to multiple people in seconds. Your faxed documents print out like real faxes, and you can track every stage of the transmission process—including the time and date of completion.

Putting a fax machine into the pockets of busy people and business owners revolutionized the way people send and read fax information. Once we were beholden to old-fashioned fax machines, fax servers, phone lines, printer paper, ink, and IT experts. Today, we can send a fax as easily as we can send email thanks to online faxing—the best fax machine alternative there is.

Faxing has transformed significantly since its initial entry into our business and personal lives. But one thing’s clear: its impact continues to grow. We can use online fax to stay connected, increase responsiveness, save time, safeguard private data, and more.

Bain and Bakewell may not have received the credit they deserved in their lifetime, along with the countless other inventors who followed in their footsteps. But they certainly have changed the way we think about data transmission, and that’s worth an honorable mention!

How Do Fax Machines Work?

Traditional faxing machines effectively send photocopies across telephone wires. At a high level, a fax machine works in three stages: 

  • Scan a document 
  • Send the document to another fax machine 
  • That machine prints out the document 

Modern machines can use a modem instead of a telephone line to send a fax via the internet. This is similar to how Voice over Internet Protocol (VoIP) allows us to make traditional phone calls or through online apps like WhatsApp or Facebook Messenger. 

Fax machines turn scanned images into sound signals that are then converted to a sound wave signature which can reproduce the image on another piece of paper at the other end of the line. Modern fax machines can convert the image into an electronic format that can then be stored electronically, sent to an email recipient or printed on paper. 

The earliest fax machines used radio waves to transmit images. Most fax machines use thermal paper, just as they did back in the late 1800s.

Why Online Faxing Is Better than Fax Machines

Online faxing is superior to traditional fax machines in many ways, including: 

  1. Cost: Senders don’t have to buy a fax machine or maintain a physical phone line just for the fax. Senders also don’t have to buy fax paper, ink or toner. 
  2. Ease of Use: You can send and view faxes from any internet-connected device using your eFax account. This includes computers, laptops, tablets and smartphones. 
  3. Safety: While fax machines communicate over unsecured phone lines, online faxes can be encrypted and protected. eFax systems can even help filter out spam. 
  4. Storage: eFax allows you to store digital faxes and file them easily, so you can access your faxed documentation at any time. 

Extra features: eFax users also receive local, toll-free fax numbers and get access to a variety of other great features and benefits


Fax Machine are History

Modern online faxing solutions provide increased versatility and convenience over traditional fax machines. Online faxing is easy, affordable and convenient.

You can use eFax to send signed documents, files that are too big for email attachments and any other paperwork that can’t be sent through email. You can also convert your incoming faxes to emails to distribute around your office and store them electronically. This innovative alternative to faxing documentation is an affordable and accessible way to set your business up to send and receive faxes. 

Sign up for eFax to start your modern faxing journey today. 


FAQs Around Fax Invention

The first fax machine was invented by Alexander Bain’s Electric Printing Telegraph, patented in 1843. He successfully sent an image using the machine, but it was low-quality. The fax machine went through many iterations before the modern fax machine was invented in 1964 by Xerox company. 

Alexander Bain invented the first fax machine in 1843. He called it the Electric Printing Telegraph.

The first internet fax was sent in 1996. It allowed users to send and receive faxes instantly using a computer device connected to the internet. 

Yes, technologies like eFax offer a reliable and secure medium to send and receive faxes online. Moreover, many business owners rely heavily on faxes and don’t see the need to adopt another form of communication if what exists now still works.

The modern fax machine, patented and sold by Xerox, was available to the public from 1964. 

Yes. The first fax machine (1843) coincided with the Oregon Trail period (1840s-1860s).

The first fax machine was invented by  Alexander Bain in 1843 with the introduction of his “Electric Printing Telegraph.”

Read Resources About the Invention of the Fax Machine

Electronics.howstuffworks.com; When Was the Fax Machine Invented?

Thoughtco.com; History of the Fax Machine

Encyclopedia.com; The Invention of the Fax Machine

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Why HITRUST CSF Certification Should Factor into Your Selection of a Cloud Fax Provider

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HITRUST CSF Certification

If your company is a covered entity or business associate in the healthcare industry, you know the ever-growing threat that cybercriminals pose to your patients’ data—and to your company’s HIPAA compliance.

To cite just one example, according to a study reported in HealthCare IT Security, 93% of healthcare organizations suffered a data breach in the last three years. Worse, the same study found that 96% of healthcare security professionals believe their organizations are not technologically equipped to keep pace with hackers’ increasing numbers and sophistication.


Cybercrime Is Evolving, and Your Cybersecurity Needs to Evolve With it

Question: If cybercriminals are becoming more numerous and their methods more advanced, can you afford to allow any aspect of your company’s cybersecurity to remain static?

We believe the answer is clearly no. This is why when selecting any digital service your employees will be using to handle patients’ data—including a cloud fax solution—you should search only for vendors that are working continuously to stay ahead of these risks.


HITRUST CSF® Certification Demonstrates Your Vendor Is Always Working to Prevent the Next Threat

For healthcare entities like yours, one way to find the technology services that are best equipped to deal with cyber threats is to look for those built by companies that have earned HITRUST Common Security Framework (CSF) certification.

As we’ve noted previously here on the eFax Corporate® blog, HITRUST CSF certification is considered the gold-standard framework for compliance and security in healthcare IT.

This is partly because the framework incorporates key elements of internationally accepted data standards, such as those from the National Institute of Standards and Technology (NIST), the agency whose security guidelines the US Department of Defense follows for protecting its own data. HITRUST CSF also incorporates the major elements of the most stringent data standards such as PCI, ISO, HITECH and, most relevant here, HIPAA.

But there is another reason HITRUST CSF certification has gained such credibility among healthcare entities and payers. (According to Healthcare Weekly, more than 90 healthcare insurers now require their partners to become HITRUST certified.)

These payers understand that electronic protected health information (ePHI) is among the most attractive types of data to cybercriminals. They know that hackers grow in number each year and that they keep finding creative new ways to attack the networks of covered entities and business associates. And they know that most technology vendors aren’t able to keep up with these security threats.

An important benefit of the HITRUST framework is that is flexible and always evolving to meet new challenges. To attain this certification, an organization must show that its technology and practices are able to quickly adapt to new threats and overcome them.

With that in mind, among all of the other reasons to look only for solutions backed by HITRUST-certified companies, the most important might be this:

HITRUST CSF certification demonstrates the vendor is continually evolving and updating its technology to deal with changes in both healthcare regulations and cybercriminals’ behavior.


The First Major Cloud Fax Provider to Earn HITRUST CSF Certification

Considering how many faxes your organization likely sends and receives—and how many of those contain ePHI—you can see why HIPAA compliance and security should be among your top priorities when selecting the right cloud faxing solution.

That should make the decision easy, because eFax Corporate is the first major cloud fax provider to earn HITRUST CSF certification.

Our enterprise-caliber Digital Cloud Fax Technology (DCFT) solutions have been protecting healthcare organizations’ highly sensitive and regulated data for more than 20 years. Attaining this new HITRUST certification is only our most recent demonstration of eFax Corporate’s commitment to provide the most secure, HIPAA-compliant cloud fax platform for covered entities like yours.

Send and receive faxes in minutes.

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Hey Smart Speaker, Are You HIPAA Compliant?

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Smart Speaker

Do you trust your virtual assistant program with sensitive patient data or personal information? Here’s why you shouldn’t.

Smart speakers are perhaps the fastest-growing trend in the tech world. These single-unit wireless speakers or soundbars built with artificial intelligence (AI) come from Amazon, Apple, Google, Microsoft and Samsung (with more brands to hit the market soon).

Though originally intended for home use, smart speakers have gradually edged their way into medical offices. For this reason, it’s a natural progression that physicians and healthcare professionals will be enticed to use them for the convenience of note taking, web research, or even accessing medical records.

That could be a colossal mistake.

Virtual assistant programs like Alexa, Siri, Google Assistant, Cortana and Bixby are not in compliance with the Health Insurance Portability and Accountability Act (HIPAA) – at the time of this post. Hopefully, this will change in the near future, but for now, it’s critical to know that using these devices in a medical organization has serious data security risks.

Even within the short span of time that smart speakers have been commercially available, there are already many examples of the technology being implemented in hospital settings.

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These kinds of voice-activated tools may eventually become one of the essential ways patients deal with doctors and hospitals, as well as schedule appointments, access and update personal medical records, or refill prescriptions. From the hospital and doctor’s perspective, they might enable providers to more closely monitor patients at home, such as activation tools used for medication reminders.

Taking it a step further, smart speakers will most likely end up in patient rooms, where voice commands will operate televisions and other appliances, forward patient requests, and notifications to mobile devices used by doctors and nurses. Smart speakers may become integrated with building management system platforms, where voice control can adjust lighting levels and window blinds. These smart speakers could free up nurses and other staff, allowing them to spend less time running tedious, non-medical errands, and freeing them to spend more time on issues requiring actual medical expertise.

However, while there is great potential for positive impact of the technology, the issue is that still it needs additional advancements and protection to ensure that sensitive patient data is kept safe. Failure on the part of a staff member to secure medical record data could cost an organization hundreds of thousands of dollars, as well as supply cyber-criminals with an opportunity to commit identity theft.

Perhaps even more concerning is the increasingly creative ways cybercriminals are hacking and stealing data, particularly in the healthcare industry. Contrary to popular belief, digital devices like smart speakers are not immune to hacking. In fact, as reported in Wired recently, a group of Chinese hackers developed a technique for hijacking Amazon’s voice assistant gadget. Although Amazon has pushed out security fixes, it highlights the fact that in the age of the Internet of Things, nothing is ever 100% safe from hacking.

As was reported by NBC News, Candid Wueest, Symantec’s principal threat researcher, explained: “Someone could hack into these devices remotely and turn them into a listening device. Some of them even come with cameras, so they could see what you’re doing.”

Healthcare presents specific challenges related to HIPAA compliance for the security of patient data. The current structure of most smart speaker’s architecture doesn’t align with HIPAA compliance, particularly in terms of access of personal health information (PHI). For example, a key challenge for Alexa is that they may not only transmit PHI to a user, but might also collect data through speech-to-text. The question then is how to prevent unauthorized access to that data, and whether HIPAA requirements for those devices be met and audited for compliance. In fact, this is a core task of the new Alexa health and wellness team, according to a recent CNBC article.

So while it might be tempting to bring an Amazon Echo, Google Home or HomePod to the office, until they become fully compliant, to do so would be risking HIPAA violations. Until such time that smart speaker technology has developed new advances that meet stringent compliance regulations, it would be better to use your smart speakers for the uses in which they were originally designed.

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Why Digital Cloud Fax Technology Will Continue To Be Critical for the Healthcare Ecosystem as CMS Drives Towards Total Interoperability

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Digital Cloud Fax Technology

Most everyone would agree that welcoming in a new year provides hope, but as COVID-19 continues to bring about lasting ramifications for the healthcare industry, it continues to shed a light on the importance of continuity of care. As providers treat and manage the care of those impacted by the virus coupled with vaccination planning, improving healthcare information exchange empowers physicians, care coordinators and health insurance companies to make informed clinical decisions at the point of care.

To help the industry meet this critical need, the Centers for Medicare & Medicaid Services (CMS) recently proposed a new rule aimed at streamlining prior authorization processes to help reduce provider and patient burden while promoting patient’s electronic access to health information. According to information released by CMS, this proposed rule builds on the CMS Interoperability and Patient Access final rule and would place new requirements on Medicaid and CHIP managed care plans, state Medicaid and CHIP fee-for-service programs, and Qualified Health Plans (QHP) issuers on the Federally-facilitated Exchanges (FFEs) to improve the electronic exchange of health care data, and streamline processes related to prior authorization. The CMS fact sheet goes on to explain how this proposed rule would require increased patient electronic access to their health care information and would improve the electronic exchange of health information among payers, providers, and patients. Together, these policies would play a key role in reducing overall payer and provider burden and improving patient access to health information.Following the initial release of this proposed new rule in December of last year, CMS included several requests for information (RFIs) to support future rulemaking or other initiatives – one which pertained to reducing the use of facsimile (fax) technology across programs. In response, Consensus, Inc. – the company behind eFax Corporate® –  took the opportunity to address this RFI through the submission of a formal comment letter to CMS, explaining the significance of Digital Cloud Fax Technology (DCFT) to the larger drive toward total interoperability. It was critical to offer these insights as a means of voicing our concern as to how the broad category of “facsimile (fax) technology” may unintentionally impact the delivery of care for many providers who use DCFT to exchange patient information, order medications, and receive test results from labs.


Digital Cloud Fax Technology’s Impact

  • Secure, paperless, cost effective and proven way for providers, payers and ancillary services to share documents and records
  • HIPAA-compliant
  • Integrates with existing EHR technology
  • Falls under the HIMSS category of “foundational interoperability”
  • Critical technology for rural healthcare organizations and financially challenged urban clinics

It must be stated, Consensus supports efforts to improve interoperability and promote the electronic exchange of healthcare data, including giving patients and providers access to prior authorization information to better manage care while reducing the burden on the healthcare system. With policy changes like this latest CMS proposed rule set to improve patient access and advance electronic data exchange, the days of the physical, paper-based fax machine are clearly numbered. So, while we agree with CMS’s desire to remove paper faxing from the process of data exchange, we believe that CMS failed to recognize the use of HIPAA compliant Digital Cloud Fax APIs, which serve an easy interoperable and integrated solution for secure document exchange for patient data today within process workflows and significantly easing the burden on the providers required to comply with any new rules.

We also expressed how there are unique circumstances that might present a challenge to meet the proposed compliance date, including resource challenges, funding, existing system incompatibility and lack of reliable core infrastructure – especially in rural settings. Depending on when the final rule is published in relation to a state’s budget process and timeline some states may not be able to secure the needed funds in time to both develop and execute implementation of the API requirements by the proposed compliance date. Some areas may have difficulty in finding needed IT resources for the development work.

Finally, our letter stressed how this accelerated comment period is unusual for such a significant proposal. Which is why we requested that CMS and ONC extend the comment period to a minimum of 60 days after publication in the Federal Register so the potential impacts of the proposed changes can be better evaluated, and a greater number of comprehensive and thoughtful comments can be considered. 

What we all must understand is that fax doesn’t necessarily lump cloud faxing technology in with the paper fax machine – it is a protocol. Digital Cloud Faxing Technology is secure, HIPAA compliant and can certainly be interactive. Fax is a known quantity for being able to move information from one point to another securely privately and with a high degree of reliability and is pervasive among providers of all kinds. As the U.S. Department of Health and Human Services (HHS) works to meet the goal they set of achieving total interoperability by 2024, Consensus looks to align with the goals of CMS to eliminate paper, increase security and facilitate electronic transactions. Digital cloud fax technology is a natural fit for meeting those goals while presenting information in a way that providers and payers in all settings and locations are accustomed.Our letter, in its entirety, can be viewed here: https://beta.regulations.gov/comment/CMS-2020-0157-0058

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Fax Near Me: How to Find Faxing Services Near Me?

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Fax Machine Copier Printer

If you have documents to send via fax, chances are you’re looking for fax services in your area. This blog article answers the questions, “Where can I send a fax?” and “Where can I fax for free near me?”. You’ll also see a cost comparison of physical fax services vs an online fax provider like eFax.

Looking for Places With Fax Machine Nearby? Do it Online, With No Fax Machine.

“Where can I go to fax something?” – It’s a question you might’ve asked yourself.

Fax machines might have been more common ten years ago, but that doesn’t mean that office employees were any more excited to use them. In fact, these complicated machines have always had a reputation for being tricky to use, not to mention expensive. Today, using a fax machine turns what should be a quick and easy task into a complicated and inefficient process. And it does little to protect your personal data or offer any means of storing it.

Business owners operating in industries that still rely on faxes have two options today: spend a small fortune on their own fax machine or search online for “fax services near me.”

Unfortunately, neither option is a clear winner. Purchasing your own fax machine means navigating using it, running the risk of mistakes and dealing with repairs. Similarly, outsourcing your fax services also slows down the process and can still lead to mistakes.

When you need to send documents quickly, without breaking your budget or risking mistakes, you need a different solution. Sending a fax online offers all of this and more, like the ability to help your team stay organized or the chance to send faxes from anywhere, at any time.

Struggling to Find a Reliable Fax Service Near You?

Tired of spending hours searching “Where can I send a fax near me?” eFax is here to help. No more shopping for fax machines or dealing with repairs. And no more searching for local fax companies near you, paying sky-high fees and navigating changing hours and delays. Now, you can send a fax online in just minutes.


Using Local Fax Services To Send & Receive Faxes

Don’t want to take advantage of the many benefits of online faxing? If you don’t mind spending extra, being restricted by operating hours or don’t want the ease of sending and receiving faxes from your mobile device, any time of day, you can still go the traditional route. Below we’ve outlined what you need to know about the best fax services near you.


What are the Best Fax Services Near Me?

Searching “Where to fax near me?”  The most popular traditional fax services today are Office Depot, Staples, FedEx and UPS. While they can’t beat the convenience and cost-savings of eFax, they will allow you to send and receive traditional paper faxes by using their in-store fax machines.

Fax ServicePrice Per Page*
UPS $2.00
FedEx $2.49
Staples $2.10
Office Depot $2.00

*Pricing as of May 2024, varies by location

Also Read: Does Walmart Offer Fax Services?


Send faxes from anywhere, anytime, in just minutes.

finding fax machines near me

Why You Shouldn’t Waste Time Searching for “Fax Services Near Me”

With the invention of online faxing, the lengthy, complicated process of searching for “fax services near me” is finally coming to an end.

eFax is changing the way that we send faxes. The platform is designed to help customers:

  • Reduce costs by paying a monthly fee instead of per-fax
  • Offering the ability to store faxes online for ease of access
  • Have the ability to send and receive faxes on multiple devices, including smartphones
  • Save valuable time, cut stress and avoid unnecessary hassle
  • Send faxes any time of day, even when traditional fax services are closed

Many chain office stores and shipping services offer fax services. But companies like FedEx, Staples, United Parcel Service (UPS) and Office Depot share one major drawback: their hours of operation. For businesses that need to send faxes outside of these operating hours—like sending faxes to overseas clients and business partners operating in different time zones—this is a big problem. But when you send faxes online with eFax, you aren’t restricted to regular business hours. Instead, you can send faxes on your schedule, any time of day or night.

Another challenge of sending faxes the old-fashioned way is that sending faxes to more than one recipient is necessarily complicated, not to mention time-consuming. When using a traditional fax machine, you have to send your fax one at a time, even if you’re sending the same fax to multiple locations. Plus, going with a traditional faxing service can be expensive. Just take a look at the rates of our competitors. But when you send a fax online, you won’t have to worry about wasting your time sending the same fax again and again. Instead, instantly send your fax to multiple different contacts with just a single click of a button.

 eFaxFedEx*UPS*
Price – Single Document (per page)$0.15 or less$2.49$2.00
Price – Extra Documents (per page)$0.15 or less$2.19$1.00
Price – International (per page)$0.15 or less$5.99$7.99
Hours of Operation (local time)7am-9pm | M-F8am-7pm | M-F7am-10pm | M-F
How can you send a fax near you?Mobile, tablet, desktop computer from app or websiteIn store onlyIn store only
Can you send multiple faxes at once?Yes, select up to 50 recipients or documents at once.No.No.

*As of May 2024, varies by location


Reduced Costs

Sending traditional faxes usually means paying for each individual fax. This can make it difficult to estimate your expenses from month to month. With eFax, you can send up to 150 faxes each month for one low monthly rate, starting at just $18.99. You can choose to pay by the month or annually. This makes it easier than ever before to manage your costs.

Eliminates the Hassle of Maintaining Fax Machines

Paying by the fax can make it tough to estimate expenses, but purchasing and maintaining a fax machine can be even worse. Before you spend money on a new fax machine and a landline phone to go with it, skip the hassle and invest in online fax services instead. Not only can this save money, but it also gives you the ability to send faxes from your existing devices, from anywhere you are.

Ability to Store and Access Faxes Online for Free

Paper documents are easy to lose and take up a lot of space to store. If you find that you need to reference a fax that you sent several months or even several years ago, you’ll be left rifling through filing cabinets in hopes that it hasn’t gotten lost. eFax offers a simple, effective alternative. You’ll get free online storage and instant backups for all your online faxes. This means that you can access them when you need them, from any device.

Send Faxes on the Go with Your Smartphone

If you’ve ever sent a fax on a traditional machine, you know what the dreaded busy signal means—you’ll have to take even more time to send your fax. You’re tied to the machine until it’s sent, too. And if one office shares a single fax machine, you might find a line waiting for you at busy times of the day. Online faxes allow employees to send faxes from their computers or even their smartphones. This not only makes the process fast and simple but also allows you to send faxes when you aren’t in the office.

Receive Faxes Without the Hassle

Receiving faxes the old-fashioned way is no less complicated. Sometimes you’ll find that the document didn’t fully print, so you’ll need to pay to print and receive the fax second time.. Or, you might discover that too many copies are printed—and you’ll have to pay for those too. You’re also still restricted by the operating hours of your chosen fax services. Printing sensitive documents? You’ll be left hoping that no one picks up your fax before you can grab it. With eFax, faxes are sent directly to your device, safely and securely, and you can access them from anywhere.


Cost Comparison: eFax vs Other Physical Fax Services

Here, we compare the cost of eFax vs. other physical fax services:

eFax Pricing

eFax offers flexible pricing subscriptions. If you’re looking for fax services near you but can’t find anything suitable, check out eFax and choose one of these pricing models:

  • Plus: $5.00 for your first month, then $18.99 monthly. 
  • Pro: $10.00 for your first month, then $24.99. 
  • Protect: $15.00 for your first month, then $49.99.
  • Corporate: Contact eFax for a corporate quote based on your faxing needs.

Physical Fax Machine Pricing

  • FedEx Office: You can send faxes at specific FedEx Office locations. The cost to fax depends on its destination – local faxes start at $1.89 for the first page, national faxes begin at $2.49, and international faxes start at $5.99.
  • Walgreens: Walgreens does not offer public fax machines or fax services.
  • UPS: The cost to fax at UPS depends on the store, but you can expect to spend around $1.00 – $3.00 per page.
  • Staples: You can send faxes at some Staples locations. The cost is $1.79 for local faxes, $2.39 for national faxes, and $5.99 for international faxes.

5 Steps to Send a Fax Online From a Desktop or Mobile Device

Frustrated and wondering, “Why are there no places that fax near me?” Well, the simplest solution is to just send it online.

Sending a fax online is easier than you might think—and far easier than messing with an old-fashioned fax machine. As long as you have a desktop computer, laptop, tablet or smartphone and access to the internet, you can send a fax from anywhere, any time, day or night, using digital faxing services like eFax. Simply follow these steps.

1. Create Your Own eFax Account

Before you can send/receive fax documents online, you need an account. Luckily, creating your own eFax account takes just minutes! Follow the three simple steps here and get started.

2. Open the eFax portal or Download the App

After creating your account, you need to decide how you’ll access eFax. You can do so through the Online Portal on a desktop computer or laptop. Or, you can download the eFax tablet app or mobile app on your tablet or mobile device. This app is available from the Apple Store and from the Google Play Store.

3. Log in to Your Account

Once you’ve downloaded the app or accessed the portal, use the account information you created to log in. Now you’re ready to start sending faxes!

4. Find “Send Faxes,” Click and Fill in the Form

After logging in, click “Send Faxes.” From there, you can pick an address from the address book that you provided. Add a personalized message and attach a photo of the document that you’d like to send. Then, fax it to your recipient in just a few clicks.

5. Send and Receive Your Faxes on Any Device

Still searching “Where can I fax for free near me?” Well, you’re in luck! With eFax, you get free online storage, as well as a number of other features included in your plan. No more navigating overly complicated fax machines or searching for fax services and dealing with high fees and limited hours. Now, you can save time and money and send faxes hassle-free from anywhere!

Do not waste time finding fax services near you

Where To Fax Near Me? Do It Online, With No Fax Machine

Physical fax machines are bulky and costly to maintain and keep stocked with paper, toner, and ink. Additionally, remote employees may want to avoid coming into the office just to send a fax machine to a contact.

Online fax services, such as eFax, enable employees to send faxes online anytime and anywhere. eFax’s online solution enables employees to send faxes on any device, including laptops, smartphones, and tablets. It provides a digital fax machine service, allowing users to send faxes electronically without requiring a fax machine to send or receive messages.

The eFax service doesn’t require specialist equipment or advanced tech skills to send faxes without a fax machine. eFax provides a new fax number, or you can use an existing one.


Where Can I Find Fax Services Near Me?

If you’re wondering ‘where can I fax something?’ then there are many options to send fax messages. Some of the local places near you that could offer fax machine services are:

1. Local Libraries

Some local libraries have fax machines that the public can use to send faxes. However, fax messages can only be sent to toll-free or local fax numbers, and these machines can’t be used to receive a fax.

2. Post Offices

Some post offices near your location can also have fax machines that customers can use to send fax messages for a small fee. The cost will likely depend on the provider and the type of fax being sent.

3. Office Supply Stores

Office supply retailers, such as Office Depot, Office Max, and Staples, offer faxing services for a small fee. They have a fax machine from which customers can send a fax message. The cost will depend on the type of fax message sent and the number of pages faxed.

4. Banks and Credit Unions

Your local bank or credit union may also enable you to send a fax from the institution. Some banks may provide the service free of charge or on behalf of their clients, but some may not offer this service to the general public.

5. Logistics and Shipping Providers

Another fax near me option is to visit a major logistics or shipping provider. The likes of FedEx, Post Annex, and UPS often allow customers to send fax messages to manage their business requirements.

6. Airport and Hotel Business Centers 

Travelers thinking ‘Where can I send a fax near me?’ can look to institutions that operate business centers, such as airports, convention centers, and hotels. These buildings may have fax machines that people can use to send faxes and typically charge per page faxed.

7. Internet Cafes

A common option for sending a fax on the go is an internet cafe. Many internet cafes in big cities will have a fax machine that provides a simple solution for quickly sending a fax message.

8. Other High Street Stores

High-street stores like pharmacies and travel providers may often have fax machines that customers can use to send fax messages. These local stores are likely to charge a fee to send a fax.


Send Online Faxes From Anywhere, Anytime

eFax simplifies the process of sending and receiving faxes. You’ll save time, money and hassle and gain the ability to send and receive faxes from anywhere, at any time. Get started today to see just how convenient this service can be. If you’re still on the fence, check out these reviews from real customers.

Send and receive faxes in minutes. Start faxing now.

Frequently Asked Questions

Most local services that provide fax solutions will charge to send a message. However, some libraries may offer free faxing, and some financial institutions may send faxes on their customers’ behalf. Failing that, you can send free faxes online with an eFax account.

Local services like banks, libraries, and logistics and shipping providers have fax machines for public use.

Retailers or logistics providers like Office Depot, Staples, and UPS Store are the best bets for 24-hour fax services, as they may have shops that are open around the clock.

You can receive faxes from any local store or business center that allows incoming faxes. This typically includes banks, libraries, hotels, airports, and shipping providers.

Staples enables customers to send fax messages from its fax machines. The company charges per page sent at a rate of $1.79 for a local fax, $2.39 for a long-distance fax, and $5.99 for an international fax.

Unlike Staples, Walgreens does not provide fax services to its customers.

UPS also provides fax solutions to customers. It charges per page sent at a rate of $1 for a local fax, $2 for a long-distance fax, and $3 for an international fax.

Yes, some FedEx stores enable customers to send fax messages from their fax machines. The service is a little more pricey, starting at $2.49 for a single document.

You can fax anytime, anywhere, using an online fax service like eFax. You need an internet connection and an internet-connected device (like a mobile phone or laptop). You can also send faxes from physical fax machines at FedEx Office, Staples, and UPS.


Send and receive faxes in minutes.

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What is a Fax? Understanding Faxing Technology

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what is a fax

Before the invention of the Internet, businesses and individuals used facsimile machines to quickly and securely send documents to their clients, colleagues, friends and family members in different locations. So if you’ve ever questioned “what is faxing” or “what is a fax,” here’s your answer – fax machines scan information on a piece of paper and digitally transmit it via a telephone line to the fax machine of a user’s contact. 

Fax machines were a common sight and sound in offices worldwide through the 1980s and 1990s. But, as the Internet took over, it became much more practical for people to share information electronically from their laptop, PC or mobile phone, rather than going into the office to use the corporate fax machine.

Many businesses, especially those in highly regulated industries, aren’t wondering “what does fax mean,” as it remains critical to sending and receiving sensitive information. However, it’s now more convenient, cost-efficient and secure to share fax messages via the Internet through online faxing services like eFax.

Fax Definition and Meaning

Fax, short for facsimile and also known as telecopying, is a form of communication that involves scanning and transmitting printed documents from one machine to another. Faxing a document traditionally involves fax messages being sent from a telephone number associated with a fax machine, printer or other electronic device. In the modern world, fax technology operates digitally without physical paper or printers.

Fax systems are often used when businesses need to share documents quickly and securely. Fax technology works by enabling people to instantly send data over long distances, saving time and money compared to other communication methods. The systems use fax numbers, which offer security as each document receives a code that ensures only authorized recipients can access their contents.

Fax technology has grown in popularity recently, enabling people to send large files and multiple documents simultaneously. This is ideal for organizations that distribute vast quantities of information via computers and smartphones.

How Do Faxes Work?

Now that we’ve covered what a fax is, let’s talk about how faxing works. In short, a fax is a digital image of a document or file that is transmitted either over a traditional fax network or via the internet in the case of online faxing. In both cases, you’re taking a document, converting it to an image and sending it to a specific recipient. 

That recipient is defined by their fax number, and a fax number is still used in internet faxing to make sure faxes are transmitted securely and reliably to their intended receiver. 

Traditional fax machines worked by scanning a document, which transforms the original text and images into a single fixed graphic image and converts it into a bitmap. Now in digital form, the data can be transmitted to another fax machine through electrical signals over the public switched telephone network (PSTN). At the other end, the receiving fax machine converts the digital version of the data to print a copy of it.

The encoded bit stream is submitted to a modem that transmits it to the telephone network. The transmitting and receiving fax machines then exchange signals to establish features like modem speed, printing resolution and source code. Page information is transmitted and followed by a signal that informs all pages have been sent and the calling machine can disconnect the line. The receiving machine then demodulates, decodes and stores the signal to release it to the printer. 

The age of internet fax solutions like eFax has simplified this process by eliminating the need for a physical fax machine, fax paper, fax toner or physical phone lines for your fax. Digital faxes allow you to attach your document directly to your fax using your chosen internet fax provider. Those files are then sent to a fax number, where they can be printed out on a traditional fax machine or retrieved from the recipient’s own digital fax app or portal. 

Breaking Down the Technical Specs and Capabilities

Fax jargon includes a lot of numbers and terms you might not be familiar with. Many of these have been made redundant by internet fax solutions, which don’t rely on analogue machines or PSTN lines to transmit data. This makes digital faxes more capable. Let’s quickly look at some common specs and capabilities of fax machines: 

  • Baud Rate, AKA Data Transmission Rate: Analogue faxes had varying speeds from 9,600 bits per second or BTS to 33,600. This means it could take anywhere from a few seconds to over a minute to send a fax. Digital faxes sent through the internet transmit at the speed of your digital connection, so they are much faster. 
  • Resolution: Image resolution could be as low as 200 dots per inch (DPI) on an older analogue fax to about 400 DPI. Internet fax documents send at much higher resolutions because they’re not limited by the fax machine capability. This leads to clearer text and images, saving miscommunication and helping improve readability. 
  • Printing Process: Analogue fax machines may use thermal paper, while modern multi-function device (MFD) fax machines often use inkjet or laser printing. Digital faxes do away with this need as you can read and send faxes without using paper. 

How Fax Systems Have Evolved Over Time

Have you ever wondered when the was fax machine invented? While Xerox produced the telephone fax machine first in the 1960s, the fax definition has its roots in the electric printing telegraph invented by Alexander Bain in 1843, which simulated a two-dimensional image on paper to extend the capabilities of the telegraph. Fax technology developed rapidly over the next century, including the RCA which invented the Radiophoto, which used radio waves rather than telephone lines to transmit information, in 1924. It became standard business equipment by the late 1970s, and a copy and scan function was added in the 1980s.

Early fax technology operated a manual process that relied on voice confirmation and only allowed users to send one page at a time. But in 1966, Xerox’s Magnafax Telecopier became the first commercial fax machine. It enabled higher-quality printing and was smaller, lighter and more affordable. Later, fax systems used digital technology to enhance flexibility and remove the need for specialist paper types. 

Modern fax machines use laser technology, the Internet and energy-saving features to maximize performance. Internet-based fax systems were introduced in 2010 to enable paperless faxing, allowing users to send documents quickly and securely from home. 

The age of internet faxing freed faxes from clunky machines, paper, toner and fax lines, and took faxing online. Since then, digital faxing has evolved to add important features like e-signatures and editing. It has also developed to meet modern privacy and data protection laws like HIPAA and GDPR. 

Fax encryption has evolved, too, with many internet fax solutions using state-of-the-art  256-bit AES and Transport Layer Security (TLS) encryption. This protects documents from the wrong hands and allows the medical, legal, financial and other sensitive industries to use digital faxes safely. 

Faxing has also transitioned to the mobile age, with internet fax apps and web-based portals providing access to faxing anytime, anywhere, from any internet-connected device. Cloud-based document storage has improved document management and allowed people to sort and label faxes for easy record-keeping and reuse.

Modern faxing requires modern solutions, including secure servers, encryption and better access, so organizations can function reliably and efficiently.

Different Types of Faxing

There are two main types of faxing. Digital faxes are sent and received with an internet-based computer program or app. Analog faxes use a phone line and a physical fax machine to copy and print out a document.

Digital Fax

You can send faxes digitally from an internet-connected computer, laptop, smartphone, or tablet. First, sign up for an online faxing account using a digital fax service like eFax. Then, you can add recipients, upload documents, add your fax number and send faxes.  

Analog Fax

Analog fax is typically used in doctor’s offices and schools. It is a large machine connected to a dedicated phone line that prints out physical copies of an original document. Analog faxes use paper, ink, toner, and a landline to send and receive documents.

Common Ways to Send and Receive Faxes

There are many ways to send and receive faxes in the digital age. Here are some of the common fax terms you might encounter while sending faxes and what they mean.

  • Internet fax/digital fax/online fax/virtual fax: These are all general terms for sending faxes over the internet instead of using a fax machine and phone line. To send a digital fax, you use a computer or mobile app to upload and send the document, which is converted into a digital format and transmitted online.
  • Cloud fax: This is a specific type of online fax service in which your faxes are stored and managed in the cloud (remote servers). You can access them from any device with an internet connection.
  • Email fax: This service lets you send faxes by attaching the document to an email and sending it to a special address provided by the fax service. The recipient receives the fax electronically.
  • Paperless fax: This emphasizes that these faxing methods don’t involve any paper. You send and receive documents electronically.

These are all ways to send and receive faxes electronically, eliminating the need for a traditional fax machine and phone line.

What is a Fax Number?

fax number is a dedicated phone number that enables users to send messages to other devices and digital solutions. Fax numbers work similarly to phone numbers, using audible tones to transfer documents. However, the sender also receives a tone response when they dial a fax number.

A fax number enables users to send and receive documents both locally and internationally. Most fax numbers have ten digits, depending on the recipient’s location and area code, and some fax machines have phone lines to test connectivity and make phone calls. Fax numbers enable users to securely share data like personal health information or documents containing personally identifiable information (PII). They help businesses communicate efficiently and manage their electronic files more easily.

A fax number is formed using the country and area code, as well as a three-digit prefix and then four additional digits. For example, a user in New York’s fax number would contain the country code +1, the area code 917 and the number 1234567.

4 Benefits of a Fax Communication System

Modern digital fax systems offer significant benefits for companies across all industries. They enable fax-to-print solutions, removing the need to rely on physical paper copies of critical documents or information and reducing the risk of data being lost or stolen. Some benefits of communicating via online fax include:

Cost Reduction

Sending faxes can rack up significant costs, from maintaining fax machines and stocking up on paper, ink and toner to purchasing dedicated phone lines. Online faxing removes the need to acquire physical machines and companies can buy toll-free fax numbers.

Secure Communication

Online fax systems use encryption to ensure faxed documents aren’t damaged, modified or stolen during transmission. Faxing helps reduce the chances of a security breach by using point-to-point fixed connections.

Environmentally Friendly

Using digital transmissions rather than paper copies helps organizations reduce their carbon footprint while maintaining regular communication with clients and colleagues worldwide. 

Document Management

Online fax systems allow companies to gain instant confirmation of when faxed documents are sent and received. They also enable fax tracking, ensuring users can manage message trails and guarantee sensitive data is protected and delivered safely, which is more challenging to ensure through email or physical mail.

4 Modern Uses of Fax Machines

Fax remains a popular form of digital communication across various industries. Uses of fax in the modern business world include:

Sending and Receiving Files

The most obvious use of fax in modern business is for users to share files with clients and colleagues. For example, fax is helpful for quickly signing and sharing documents that require a physical signature without having to download additional e-signature apps. Additionally, faxed documents are official records that can be used as legal evidence.

Sharing Confidential Data

Sharing information via online fax offers a more secure way to share confidential data than other communication methods like email and instant chat. Fax messages are transmitted via analog phone lines rather than through the Internet, which hackers can use to intercept data, and modern systems use security features like encryption and password protection. So sending data through fax makes it less susceptible to common hacking methods and helps to ensure only authorized recipients can access documents.

Sending Large Files

Fax communication helps send large files that may get blocked by email providers. Fax systems are designed to process large files over telephone lines, so organizations don’t have to use online file-sharing services.

Data Backup

Network blackouts could prevent companies from sending and receiving important documents. But fax machines can operate during blackouts if connected to generators or backup power sources. So companies that rely on around-the-clock communication can use fax to maintain contact with clients and customers.

How Faxing Simplifies and Streamlines Communication in Different Industries?

Fax communication remains widely used in critical industries and businesses operating in areas with poor internet connectivity. Industries that still rely on fax communication include:

Financial Services

Banks and insurance firms rely on fax to share documents that require a signature and other verification methods. Financial agreements and loan applications often require people to sign them physically, so faxing ensures this information can be signed and shared with ease.

Healthcare

Healthcare providers rely on fax technology to share sensitive medical information like patient records and prescriptions. The communication method is crucial to quickly sharing critical data without the risk of hacking.

Legal

Faxes are widely used across legal firms and courts and government agencies. For example, some agencies and courts, such as the Internal Revenue Service (IRS), require companies to use fax to transmit sensitive documents like emergency motions, legal filings and tax forms.

Real Estate

Real estate firms widely use fax to share purchase agreements and other documents related to critical transactions. The industry uses fax to ensure all parties involved in property sales are on the same page and can easily share inspection reports, loan documents, property disclosures and more.

The Future of Fax: Adapting to a Digital World

The meaning of fax has evolved rapidly as the world shifts to digital communication, making sending data via fax quicker, more secure and more accessible. Looking to the future, new capabilities like cloud and application programming interface (API) integrations will help to build fax technology into evolving corporate workflows. This will help businesses to rely on fax as they develop new ways of working while ensuring confidential data remains protected. 

Why Choose eFax for Your Faxing Needs? 

eFax is an online fax solution that enables businesses worldwide to reap the simplicity and security benefits of online faxing. The fax technology allows companies in critical industries that rely on fax to utilize a modern solution for sending and receiving documents online. Faxing online with eFax offers greater convenience, simplicity, and versatility over purchasing and maintaining bulky and costly fax machines. With eFax, employees no longer have to visit the office to fax critical documents; they can fax clients and customers from anywhere, anytime and on any device.


FAQs Related to What is Fax

The fax meaning relates to a communication method that involves sending printed documents from one machine to another. Traditional facsimile approaches saw people transmit the contents of a document from their fax machine to a recipient’s fax machine. But modern fax systems involve sending digital fax messages via email and fax numbers.

The definition and meaning of fax is not the same as email. Fax technology enables users to send messages via fax numbers, whereas email sends information via the Internet. However, fax messages can be sent through email by linking an email address to an online fax solution like eFax.

Yes, facsimile technology is safe and secure. Fax messages are protected by encryption to ensure messages can’t be damaged, modified or stolen during transmission. 

Fax messages are intended to be securely shared between a sender and their recipient. Faxed documents are ideal for quickly signing and sharing documents.

Fax technology and in essence fax machines are still widely used across finance, healthcare, legal and real estate industries to quickly share critical data. Fax enables users to sign and share sensitive documents like legal agreements, loan applications and patient records.

Faxing something involves sharing a document, file or image via fax message. Traditionally, faxing means using a fax machine to scan a document, entering your contact’s fax number into the machine and hitting send, upon which the machine would transmit the document via a telephone line. Nowadays, faxing involves using the Internet to send fax messages by photographing a document, attaching it to a message, and sending it via your computer or mobile phone.

Fax is short for facsimile, which means an exact copy and comes from the Latin phrase “make alike.” This definition of a fax relates to making copies of documents, which originated in the late 1600s to define making handwritten copies of documents, paintings and statues. The modern fax machine involves making electronic copies of documents and images and sharing them with clients, colleagues and friends via fax machines, computers and mobile phones.

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Secure HIPAA Compliant Fax Service for Healthcare

Since 1996, the Health Insurance Portability and Accountability Act (HIPAA) Privacy Rule has been protecting patients’ personal information and giving them greater control over who has access to their medical records. For medical professionals, the rule has far-reaching implications. It governs how information about patients is collected, stored and even how it is shared with other medical professionals, as well as insurance companies and other parties. Sending sensitive patient information isn’t quite as simple as shooting an email; instead, medical professionals and clinics must make sure that their methods of sharing this information are secure. 

This means that emails sent by medical outlets must be secure. When medical professionals call a patient, they need to have a plan in place to check that they are truly speaking to their patient, or they need to have permission to talk to a family member or care provider. 

But what about sending patient information via fax?

Just as with phone or email communication, HIPAA-compliant faxing focuses on ensuring that information is being shared to the right source and that it’s being shared securely. Faxing can be a convenient way to send patient files, lab results and more — but only if you do so in a HIPAA-complaint way. Keep reading to learn the HIPAA rules surrounding faxing, what you need to know to send a secure fax and how to choose the best HIPAA-compliant online fax service.


What are HIPAA Fax Rules?

The HIPAA Privacy Rule covers all forms of communication, including HIPAA fax transmission requirements. This includes written communications, phone, email and fax communications. 

So how does HIPAA compliant faxing relate to security? HIPAA rules surrounding faxing largely focus on ensuring that the fax is being sent to the correct location and that it is protected if it winds up in the wrong hands.

In addition to taking precautions to make sure that the fax goes to the right place, healthcare offices also need to take one extra step in case the fax does wind up in the wrong hands. A HIPAA compliant fax cover sheet does not contain sensitive patient information and does include information about who the fax should be going to. That way, if someone else receives it, they can send it to the correct location.

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How to Send a HIPAA-Compliant Fax?

Let’s take a closer look at what it means to send a HIPAA-compliant fax on a traditional machine or using an online fax service.

Say that a medical testing lab wants to send a patient’s test results to their primary care physician. HIPAA rules require that the lab take precautions to ensure that the faxed results go to the correct fax number. How they go about putting safeguards in place can vary. The lab may choose to verify that they are using the correct fax number each time. This may mean having a lab technician or other employee contact the office of the primary care physician that the fax needs to be sent to confirm the number. 

However, if that lab frequently faxes records to that physician’s clinic, this may be too time-consuming. Instead, they could choose to pre-program frequently used numbers into their fax machine or online fax system. This pre-program system acts as a safeguard that decreases the risk of a fax being sent to the wrong location. Before they hit send on the fax, healthcare offices also need to attach a HIPAA complaint cover sheet that clarifies the intended recipient. This is designed to deter someone else from looking at the information. However, this method isn’t foolproof when using a traditional fax machine.

The best HIPAA-compliant online fax service is one that simplifies the process of sending secure faxes. It allows the healthcare office to ensure that they are meeting privacy rules without increasing their employee workload by making choosing a recipient easy. Also, it allows the office to quickly create HIPAA compliant cover sheets, even though these cover sheets are less necessary with online faxes, as the fax is sent directly to the recipient’s inbox. eFax Protect ensures data confidentiality and integrity, with encryption protocols preventing unauthorized access during transmission.

Send a HIPAA-Compliant Fax in Just 4 Easy Steps

Is Faxing HIPAA Compliant?

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Utilizing HIPAA fax services ensures compliance, as standard faxes sent by most offices are not. To make your fax HIPAA compliant, you must show that you’ve taken precautions to ensure it is going to the correct location.

If you’re using an online fax service, your service will need to be encrypted. In addition to a secure faxing solution, you’ll also need a HIPAA-compliant fax cover sheet.

So do you need a HIPAA-compliant fax machine? Not necessarily. However,  traditional fax machines make it easy to make mistakes when entering the fax number of your recipient. Faxes may also sit on the machine of the recipient for some time. Anyone walking by can pick up the fax, breaking HIPAA rules and exposing patient information.


Are Online Fax Services HIPAA Compliant?

If your healthcare office is still relying on a traditional fax machine, you could be putting your patients’ sensitive information at risk—and your office at risk of a lawsuit for breaking HIPAA privacy rules. You may ask: “So how do I get a HIPAA compliant fax machine?” The answer may be to skip the machine altogether and make the move to online faxing. Not only can this make it easier to ensure compliance, but it’s also the cheapest HIPAA-compliant fax service available today because you won’t need to worry about investing in a machine or the maintenance that goes with it.

But is online fax HIPAA compliant? Much like traditional fax machines, this depends on the specific online fax service that you choose, and how you use it. Modern online fax solutions make it easier to meet—or exceed—HIPAA privacy rules. Your faxes go directly to the recipient’s email inbox. With the best online fax service for medical practices, you can send encrypted faxes, quickly check that they are going to the right recipient, and attach a HIPAA-compliant cover sheet. Because your fax goes directly to the recipient’s inbox, you won’t have to worry about the wrong eyes landing on your fax.


Is HIPAA Faxing Safe for Highly-Sensitive Documents?

Is fax secure for sensitive data? This depends on the type of fax you use and the precautions you take when sending your fax. If you’re meeting the necessary HIPAA requirements for encrypted file sharing, and your faxing solution is secure, then faxing is a safe, effective and fast way to send and receive even highly sensitive documents.

However, if you’re still using a traditional fax machine or are using an online fax service that isn’t secured, you should avoid sending sensitive documents. These could wind up in the wrong hands, exposing your patient’s information and putting your healthcare office at risk of a lawsuit for failing to protect your patients.


eFax: Efficient HIPAA Compliant Fax Services

Introducing eFax Protect, a highly encrypted secure online fax solution that allows heavily regulated industries to gain HIPAA Compliance with signed Business Associate Agreements (BAAs) for enhanced protection of their sensitive data. By utilizing signed BAAs, eFax Protect helps you maintain the confidentiality and integrity of data, while encryption protocols safeguard unauthorized access during transmission.

Healthcare professionals depend on fax everyday to send and receive documents. eFax Protect ensures they have the security and compliance they need when faxing medical documents from our iOS and Android mobile apps, our eFax Messenger tool, and our MyPortal web app.

  • Enhance the security of your fax communications and maintain compliance with applicable requirements under HIPAA, GLBA and SOX.
  • Utilize AES 256-bit encryption to ensure data remains secure and protected from unauthorized access during transmission.
  • Audit Trails provide tracking and monitor fax activities to ensure transparency and accountability. 

Is a Cloud Fax HIPAA Secure and Reliable?

Not only is the eFax Protect online faxing solution an easy way to meet HIPAA privacy rules, but it’s also secure and reliable. eFax Protect utilizes encryption protocols so you can transmit documents safely while ensuring that the privacy of your sensitive information remains confidential and protected from unauthorized access during transmission.

While not all email to fax is HIPAA compliant, eFax Protect is. Whether you’re still using a traditional fax machine or have made the move to online faxing, you need a solution that goes above HIPAA compliance with secure, reliable cloud faxing.

The Ultimate HIPAA Compliant Fax Checklist

Is There a Cloud Faxing Solution for Healthcare Providers?

If you’ve been on the hunt for a HIPAA-compliant fax app for iPhone, Android, or for use on your desktop, eFax Protect is the solution. Our safe and secure cloud faxing solution allows healthcare offices of all shapes and sizes to send patient information, records, test results and more with ease. Add a HIPAA compliant fax cover sheet, choose your recipient and send your fax directly to the recipient without worrying about it landing in the wrong hands. 

If you’re a healthcare provider looking to protect your patients’ sensitive information and meet the HIPAA Privacy Rules, we can help. Start your free trial with one of the best HIPAA-compliant digital online fax solutions available today!


Frequently Asked Questions Around HIPAA Fax Services

Is eFax Protect safe for HIPAA?

Yes, eFax Protect is safe and complies with HIPAA regulations.

HIPAA allows for data-sharing, but only between certain stakeholders. Any wrong step  like using a non-secure file-sharing platform — can make data available to unintended recipients and even bad actors. And unfortunately, many typical methods companies use to share information are not as safe as they seem. This is especially true as hackers continually improve their tactics.

Healthcare organizations need a tamper-proof way to share sensitive patient information  and eFax provides just that. 

eFax Protect uses military-grade encryption to ensure no one can intercept the data while in transit. It doesn’t matter if your team faxes from their desktop, mobile device or laptop — the AES 256-bit encryption protects the information to help your organization remain HIPAA compliant. 

What is the HIPAA-compliant way to send a fax?

Technically, traditional machine faxing can be HIPAA-compliant because it offers point-to-point data protection. The issue may arise when the fax prints out at the recipient’s machine, though. Healthcare organizations must ensure they are sending the document to the right recipient and include a cover letter explaining who the information is for in case it ends up in the wrong hands. 

However, even with these precautions, traditional faxing isn’t foolproof. Documents can easily end up with the wrong people, especially if they’re left forgotten at fax machines. And if the wrong person accesses the information, the file-sharing process is no longer HIPAA-compliant. 

A better solution is eFax. It offers consistently safe and HIPAA-compliant file-sharing processes, thanks to the AES 256-bit encryption. You no longer have to worry about whether your faxes are going to the right place or if someone has accidentally intercepted them. By using eFax, you know exactly where your information is going — and that the data is completely protected in transit.  

Is fax to email HIPAA-compliant?

Email itself is not HIPAA-compliant. When you send a standard email, it travels in plain text from your mail server to your recipient’s. That means anyone can intercept the email during transit, including when it’s left unread in the recipient’s inbox. 

However, fax via email can be HIPAA-compliant if you use a service like eFax Protect. 

eFax Protect employs military-grade encryption to ensure your documents have the ultimate protection throughout transit. Instead of traveling in plain text, the information on the emailed fax gets jumbled until the recipient opens the email. That means anyone who tries to hack or intercept the email will only see an incomprehensible set of characters — one that’s almost impossible to decrypt. 

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