Faxing isn’t stuck in the past. It has evolved right along with the rest of technology. What used to rely on clunky machines and phone lines is now a simplified solution that fits today’s modern work styles. Today, 70% of American companies still use fax. 

Online faxing, also called cloud faxing or internet faxing, can enable you to send and receive documents from anywhere without the hassle of printing or scanning. 

Up-to-date workplaces are more mobile, remote and tech-driven than ever. Teams are spread across time zones, juggling hybrid schedules and working in cloud-based environments. So, they need tools that are flexible, secure and designed to support fast-paced communication. And, online faxing checks every box. 

Here, learn why faxing for the modern workforce still matters, how online faxing improves office productivity and why making the switch is easier than you think.

Why Faxing Still Matters in Today’s Workforce

Even with chat apps, file sharing and video calls, faxing remains essential in industries like healthcare, legal, finance and government. These sectors handle sensitive documents every day and must meet strict compliance standards.

Faxing remains relevant, particularly because it provides end-to-end document delivery with built-in security. It also provides confirmation of receipt, audit trails and the ability to send legally recognized documents with digital signatures. 

Compared to email, which can be intercepted, filtered or spoofed, faxing offers more control. Modern faxing for businesses isn’t about paper; it’s about trust, security and compliance.

To find out what highly-regulated industries are doing, find out how to automate fax workflows. 

6 Key Ways Online Faxing Boosts Productivity

Online faxing delivers more than convenience. It improves how teams work together, manage documents and reduce time spent on outdated processes.

1. Send and Receive Faxes Anywhere

Whether your team works together in-person, remotely or in a hybrid structure, cloud-based faxing keeps communication smooth. You can send or receive faxes through your email or mobile app without bulky office equipment. And, with some modern electronic fax systems, you can send and receive faxes (in hundreds of digital document formats) from almost any device. 

2. Reduce Downtime and Delays

With no paper jams, busy signals or hardware failures, your team can experience faster turnaround times. Online fax software like eFax also saves faxes automatically, so you never lose track of what was sent or received. Plus, eFax in particular has 99.9% uptime, so you don’t have to worry about missed communication. 

3. Integrate Faxing With Existing Tools

For the modern workforce, faxing without a fax machine usually involves integrations. You can connect your fax account with services like Google Workspace, Microsoft 365 or Dropbox. This helps to reduce admin work and eliminate duplicate steps in your document workflow.

4. Improve Document Tracking

Some online fax platforms show detailed logs and delivery reports. eFax can make sure you know when your fax went out, who received it and when it was viewed. This helps cut down on follow-ups and adds peace of mind when sending critical files.

5. Cut Operational Costs

From toner to repair calls, traditional fax machines can be expensive to maintain. Online faxing removes those costs and reduces paper waste, which helps businesses save money and stay eco-friendly. Today, fax is a cost-effective solution for secure communication. 

6. Boost Security Without Slowing Down

While it may not be obvious to everyone, cloud faxing is more secure than email. Online fax services use strong encryption, secure logins and cloud storage protections. This way, your files stay safe from cyber threats, even when shared across teams or departments.

Real-World Use Cases: Online Faxing in Action

Online faxing fits into a variety of industries and team workflows. 

Here are some ways it works in real life:

• In healthcare, medical offices can send lab results and patient records directly from an EHR system—no delays, no printing and full HIPAA compliance.
• In the legal industry, law firms can review and sign contracts remotely, then fax them securely using eFax’s mobile platform.
• In small businesses, growing eCommerce stores can use email-to-fax to send invoices and vendor forms, which can save hours on paperwork each week.

These examples show how online faxing adapts to different business needs and boosts productivity across the board.

To explore more use cases, explore tools available for every sector. 

How Online Faxing Ensures Data Security and Regulatory Compliance

Data security and privacy laws are getting stricter. Companies must protect client data and follow compliance rules or risk penalties.

How Online Fax Services Protect Your Data

eFax® uses encryption, access controls and audit trails to protect your document privacy.

Here’s what that means for you:  

• All faxes are encrypted during sending and storage. 
• You can set user roles and permissions to limit who can see sensitive files. 
• Each fax has a record of when it was sent and received. 

On top of that, leading providers like eFax® offer compliance-ready features for healthcare and finance. So, when you fax, you can adhere to strict industry compliance standards like HIPAA. 

When security matters, cloud-based faxing offers more protection than unsecured email or file transfers.

How to Transition Your Team to Online Faxing

Switching to a cloud fax solution can be simple with the right plan.

Here’s how to transition your team to an online fax solution: 

1. Choose the right provider: Look for the features you need, like email-to-fax, mobile access, secure document storage, simple user management and robust support. 
2. Plan a smooth onboarding: Use the provider’s knowledge base to create how-to guides and assign a point person to support your team during the rollout. Start small and expand in stages. 
3. Set a timeline: You don’t need to switch everything overnight. Many teams start with one department or use case, then expand across the business. 
4. Maintain compliance: Double-check that your new system supports your industry’s standards. Review fax retention rules, encryption settings and user access policies. 

With the right provider, a clear plan and step-by-step rollout, moving your team to cloud fax can be secure and hassle-free.

eFax®: The Smarter Way to Fax for the Modern Workforce

Thousands of teams trust eFax because it works the way modern businesses work. 

Here’s what makes it stand out:

• Fax from anywhere — email, web or app
• Send secure documents with encryption and delivery confirmation
• Store faxes in the cloud for easy access
• Add digital signatures with just a click
• Meet HIPAA and other compliance needs
• Connect with tools like Google Drive and Dropbox
• Eliminate fax machines, landlines and paper waste
• Get 24/7 support for teams of any size

eFax offers everything modern teams need to stay connected, secure and productive.

To experience the difference for yourself, start faxing with eFax today! 

FAQs Around Faxing for Modern Workforce

Is online faxing secure for sending sensitive business documents?

Yes. Online faxing uses encryption and secure servers to protect files during transfer and storage.

How does online faxing support remote and hybrid teams?

Online faxing lets employees send and receive faxes from anywhere, using tools they already know. For example, they can fax from almost any email host.

How much does online fax integration cost for businesses?

Plans can vary, but most businesses save money compared to using and maintaining traditional fax machines.

Can online faxing integrate with cloud storage services like Google Drive or Dropbox?

Yes. eFax offers integrations with the major cloud storage platforms, including Google Drive and Dropbox.

Can online faxing reduce operational costs for my company?

Definitely. With eFax, you’ll save on maintenance, supplies and phone line costs while you boost business productivity with faxing.

eFax Content Team

It surprises some people to learn that faxing is still an important tool for communications in global business, especially internationally. Faxing still provides one of the best ways to transmit legally binding and legally compliant documents between parties. 

The evolution of digital internet solutions has given international fax systems a new layer of security and protection. 

Industries that rely on traceable, trackable, verifiable document transmission rely on fax and international fax to maintain compliance across borders and ensure efficient, effective and reliable transactions. Let’s explore how international fax is helping smooth global business transactions. 

Understanding International Faxing

International faxing is the process of transmitting documents between countries, either via a traditional analogue fax system or a modern online digital fax solution, like eFax. Faxes are transmitted between borders using country codes, area codes and fax numbers. 

For example, to send a fax from the USA to the UK you would dial the outbound international code, in this case 00, than the country code for the UK, 44, then the area code for the city you’re faxing to, ie: 20, and then the seven digit fax number. 

Why Businesses Rely on International Faxing

International fax remains relevant even in the digital age because of its unique properties, including: 

• Legal compliance: The biggest reason businesses use international fax to transmit documents is that of legal compliance. In most countries, a faxed document is considered as if it were the original document, giving fax senders and receivers an immutable trail of the document. This is important for contracts and other critical business transactions. 
• Security: Businesses also rely on international faxing for its enhanced security protocols. Emails and internet chat are susceptible to interception and hacking, while encrypted fax solutions protect sensitive data in transmission. 
• Traceability: International faxes have a confirmation system so you know that your fax was received and when. 
• Universal access: Even now, internet access is limited in some places. International faxing makes it seamless to communicate between countries and regions even if there’s no internet access. 

What to Know Before Sending an International Fax

While it’s extremely easy to send a fax overseas, especially with an online fax solution like eFax, there are some things to consider before you send. 

These include: 

• Making sure you’re using the correct international dialling code, also known as the country code. These are assigned by the International Telecommunication Union (ITU) and are usually two-digit numbers that rout your fax to the right country. 
• Check the charges and costs. International fax charges differ by country, and depending on which system you’re using to send your fax. Make sure you understand the costs before sending a fax between countries. 
• Consider time zones. While you can send a fax anytime, it’s important to note that an office in Europe will likely be closed by the time you send a late afternoon fax from the USA. Be mindful of the office hours and time zones of countries you’re sending faxes to. 

How to Send a Fax Around the Globe

There are two main options for transmitting faxes internationally: 

• Send a fax using a traditional analogue fax machine 
• Send a fax using an online fax solution over the internet 

In both of these instances you will need the full international fax number. From a traditional fax machine, simply load your document into the machine, and dial the fax number including outbound international prefix (00), and the country code, area code, and fax number. 

From your internet fax solution, you will also enter these numbers, but you can send any image file or document from your internet-connected desktop, laptop, tablet or mobile device. 

Simply: 

• Open your online fax app or web portal 
• Create a new fax 
• Add your documents 
• Send 

Not only are digital fax solutions more cost effective and convenient, but these internet fax solutions let you set up numbers in different countries, so your contacts can easily fax you without international fax charges. 

8 Best Practices for Effortless International Faxing

These tips will help you send international faxes easily, safely and reliably every time. Best practices for international faxing include: 

1. Check the number: Because international fax numbers are longer it can be easy to mis-key a number. Double check your fax numbers before you send your faxes to make sure they get to the right recipient. 
2. Use a cover sheet: A cover sheet adds a layer of protection to your fax. It also helps make sure that your fax reaches the right recipient and prompts unintended receivers to respond appropriately by destroying the document. 
   Key cover sheet data should include:
   • The intended recipient’s contact information
   • Your contact information so that they know who sent the fax
   • The number of fax pages to expect 
   • Any specific directions for what the fax is for or how it is intended to be read 
3. Make sure your document is legible: A clearly readable document is critical to make sure your document is transmitted as intended. Heavy images, dark ink or tightly packed text make your fax less readable at the other end. 
4. Pay attention to time zones: Remember that most countries operate in different time zones. Send your fax when the recipient’s office is open to make sure it’s handled promptly. 
5. Take note of public holidays: Just as different time zones can result in missed faxes, so can holidays. Take note of holidays and office hours for the region you’re sending a fax to and avoid missed faxes. 
6. Make sure your contact is set up to receive international faxes: In some countries it costs more to receive a fax from overseas, and not all users have this function set up in their service. Double check before you send to make sure the recipient can receive your fax. 
7. Check any local regulations: If you’re sending sensitive data or private information make sure the fax solution you’re using is compliant with the local regulations and policies for this sort of transmission. 
8. Confirm receipt: Make sure that your fax service provides a sent and received confirmation, and if not, follow up with an email or phone call to make sure your fax made it to the other end. 

Using these tips will result in seamless international communication. 

Why Online Faxing is the Best Option for International Faxing

Online faxing allows senders to send to any digital or analogue fax number, anywhere in the world with ease. It’s a more reliable and user-friendly fax solution than analogue faxing for a number of reasons, like: 

• Online faxing is cheaper: No more fax machine, landline, fax paper, toner and other costs associated with traditional fax systems 
• Online faxing is more secure: End-to-end TLS encryption and other methods make digital fax solutions even more secure than analogue counterparts. Sensitive information is transmitted to secure online portals that let organizations maintain compliance with data protection and privacy laws around the world 
• Online fax integrates seamlessly into your office workflow: Digital fax solutions like eFax integrate with Microsoft Office, Google Business Suite, email and other common office platforms so you can send and receive faxes more efficiently, saving you time and money. 
• Online faxes allow for better document management: Digital fax solutions make it easier to track and trace your faxes and store faxed documents in your online, cloud-based portal. This ensures reliable and verifiable document management and streamlines the transmission of documents. 

Online faxing also lets you send or receive faxes from any internet connected device, helping improve the accessibility and timeliness of faxing no matter where you are. 

This streamlined, cost-effective fax solution is a game changer for any organization that sends faxes overseas. 

Fax Securely Anywhere, Anytime, Across the Globe – Get Started with eFax Today!

Internet fax solutions are the best and easiest way to send and receive international faxes. The eFax online fax service is the best option for any business, individual or group that needs to transmit international faxes for a variety of reasons. 

eFax complies with a wide variety of data and privacy protection laws across the globe, including HIPAA in the USA and GDPR in Europe. It also offers a variety of integrated fax solutions including print-to-fax through the eFax desktop app for Windows, mobile apps and a secure online web portal for faxing. 

Your sent and received documents are stored in a secure, cloud-based storage system that offers tagging and sorting features to help you track and maintain documents, so you can resend older faxes or check which documents you sent and when. 

There are a range of cost-effective and useful plans with features tailored to a variety of industries including finance, healthcare and law, making eFax a ready-made solution for most faxing needs. Our pricing structure is simple and affordable, with scalable options that grow with your business. 

Trust eFax for a reliable, user-friendly and convenient international fax solution! 

FAQ’s Around International Faxing

Is international faxing secure?

Yes, international faxing through an online fax solutions like eFax is secure. That’s because these systems use end-to-end encryption to protect your sensitive documents in transmission. Many countries view faxed documents in the same light as original paperwork. 

How do I send an international fax? 

To send international fax documents you’ll need a digital or traditional internet fax service, plus the full fax number including the area code of the entity  you want to send an international fax to. From there, simply input the international fax number into your chosen solution and send your documents. That’s how to fax internationally with ease. 

How much does it cost to send an international fax?

International fax services vary in pricing depending on the country you’re sending a fax too and the fax solution you’re using. Costs could vary from a few cents to 10s of dollars depending on the destination, size and fax service. 

What is an international fax number?

An international fax number is a phone number that allows you to send faxes to someone overseas. 

Can I send an international fax to a mobile phone number?

You can send an international fax to a mobile phone number if the recipient has configured their mobile number in their online fax solution. In most cases though, you can only send a fax to a fax number. 

How do I choose an online fax service for faxing internationally?

Wondering how to fax internationally and which service to use? Look for a reputable solution that offers secure transmissions and clear, affordable pricing. Solutions like eFax include features like document management and the ability to send international fax documents with ease. 

eFax Content Team

Faxing remains a trusted and heavily relied on communication method for highly regulated sectors like the legal industry. Faxing legal evidence remains critical to securely sharing case material and personal information with other legal professionals. 

However, returning to the office to send a fax is laborious and time-consuming for lawyers. So modern tools that enable online cloud faxing make the process faster and more efficient, enabling legal professionals to send and receive faxes anytime and on any device.

Why Is Faxing Still Relevant in Courtrooms Today?

The role of faxing in legal evidence remains highly relevant in courtrooms today. Attorneys, lawyers and paralegals use faxing to securely transmit legal documents and ensure all required parties can access the necessary information. There are also situations in which the court or a government agency mandates that law firms share documents via fax.

Additionally, many law firms rely on faxing to help their employees gain secure, immediate access to their legal documents and case files. The technology is also assisting legal organizations in reducing the amount of paper they use and digitizing their approach, rather than having rooms filled with boxes of paper files.

Key Benefits of Using Faxing for Legal and Courtroom Work

Legal faxing in courtroom work offers a wide range of benefits for legal firms and their employees. The benefits of faxing a legal evidence document include: 

Greater Productivity 

Traditionally, legal professionals who had to share critical legal files via fax had to go into their office and use a fax machine that was likely in high demand with their colleagues. They’d likely get frustrated by replacing ink cartridges or fixing paper jams before sending their fax message. Online faxing removes these challenges and simplifies the process by quickly taking a photo of a document and sharing it with clients and colleagues.

Secure Faxing

Online faxing provides a highly secure option for legal professionals to share critical data and documents with clients and colleagues. Law firms often deal with highly sensitive information they are required by law to protect according to data privacy rules and regulations. Online faxing services ensure all faxed data and documents are secure through encryption, which ensures that only the intended recipient can read the contents of a message.

Environmentally Friendly

Legal firms are under pressure to become more eco-friendly, waste less energy and use less paper. Online faxing enables them to meet communication requirements while being more environmentally friendly. That means no more printing and scanning documents to share via fax, and no more rooms filled with endless piles of boxes packed full of paper documents. 

Enhanced Workflows

Online faxing enables legal firms to automate tasks like sending documents to multiple people and sorting out their filing. It also removes the need for time-consuming manual processes, enabling legal firms to automatically archive and organize documents and make files more discoverable.

Simplified Document Filing

Searching through masses of boxes to find one document required for a court case can be frustrating and time-consuming for legal teams. Online fax services provide mobile apps that allow users to search for a specific document, immediately open it on their device and share the file with their contacts.

Saving Money, Space and Time

Removing reliance on fax machines enables legal firms to make better use of their office space and remove the costs and time associated with traditional faxing. Firms no longer need to worry about spending money on maintaining fax machines or keeping them topped up with office supplies like ink, paper and toner. That allows them to reallocate that budget to other projects that deliver greater business value.

Regulatory Compliance

Legal firms are bound by the rules of regulatory policies and federal acts like the Health Insurance Portability and Accountability Act and the Gramm-Leach-Bliley Act. Online faxing services make it easier for companies to comply with these regulations, allowing legal professionals to focus on their legal work.

Are Fax Copies Considered Legal Documents in Court?

Faxed copies are frequently admissible as legal documents for use in court cases. Fax technology reduces tampering risk, so courts will typically allow a faxed copy of a document as legally binding. That said, there are exceptions to the rule. For example, the role of faxing in legal evidence varies in every country or state and the specific local government agency. Not all institutions or agencies will accept scanned copies, so it’s best to check first and prepare beforehand.

5 Best Practices for Faxing Legal Documents

Securely faxing legal documents for use in courtroom cases relies on following various best practices. Legal faxing in courtroom best practices include:

1. Document Preparation

It’s crucial to prepare documents efficiently to ensure they’re admissible as legal evidence. This includes using clean and clear original documents free of smudges, stains or unclear text, removing staples and paper clips, aligning and ordering pages correctly and using high resolution to ensure maximum copy quality.

2. Create a Cover Sheet

Adding a cover sheet to the front of legal documentation is critical to protecting critical data and ensuring the message is only read by the intended recipient. A cover sheet should include information like the sender’s name, address and email address, the recipient’s contact details, the time and date the message was sent, the total number of pages being sent and an overview of the contents of the fax message.

3. Check the Fax Number

Before hitting send, double-check that the recipient’s fax number has been entered correctly. The fax number should be entered in the ‘To’ field, but mistyping the number could result in sensitive documents being sent to an unauthorized individual.

4. Verify the Fax Transmission

When a fax message has been sent successfully, an online faxing service sends confirmation with details like the time and date and the fax number the message was sent to. Also, keep a backup copy of the sent fax and, if required, call the recipient to ensure they received the entire message and that all pages are clear and legible to remove any delays.

5. Secure All Legal Fax Communication

All legal documentation shared by fax must be protected using security technologies. Ensure all sent fax messages are secured by encryption, preventing unauthorized individuals from reading the message even if they gain access. Also, consider using electronic signatures to reduce cybersecurity risk and a secure cloud service to protect all stored fax communication.

How Online Faxing Meets the Needs of Modern Law Practices

Legal firms and courtroom professionals can transform their working processes while protecting highly sensitive documentation through online faxing. Taxing their fax communication online meets the needs of modern law firms by:

• Enhancing Workflows: Online faxing automates time-consuming manual tasks, such as faxing multiple contacts and organizing and archiving legal documentation.
• Remote Working: Legal professionals are no longer bound to their offices to share sensitive data with clients and colleagues via fax. They can send and receive fax messages at any time and from anywhere.
• Time Saving: Busy legal professionals can save time using online faxing, massively reducing the time it takes to send and receive faxes and removing the need to wait for legal documents to be signed.
• Secure Faxing: Legal firms can be assured that all their faxing in court is secure by encrypting all sent and received communication. Safeguarding fax communication with online faxing reduces the risk of malicious threats.

Experience Secure and Compliant Legal Faxing with eFax

Online faxing service eFax ensures legal firms enjoy secure and compliant legal faxing in courtroom situations. The benefits of legal professionals using eFax include:

Compliance Assured: eFax provides automated workflows and reporting tools that help legal firms secure all their data. The solution fully complies with legal regulations and requirements to keep data accurate and updated.

Legal Document Security: eFax is committed to helping legal firms protect their sensitive documents and files. eFax protects sent and received faxes with the highest grade encryption standards.

Scalability: eFax provides legal firms with all the tools to remain competitive and grow their businesses. The service protects all saved data, offers seamless integration and streamlines file-sharing processes.

Reliability Guaranteed: eFax is dedicated to helping legal firms deliver every fax transaction successfully. The service guarantees consistency and performance for users and 24/7 server uptime ensures faxes can be sent and received anytime and anywhere.

FAQs Around Legal Faxing 

Add the following FAQs with appropriate answers using some of the secondary keywords mentioned above:

Are faxed documents legally valid?

Yes, faxed documents are legally valid and can be admissible for faxing in court.

How does legal faxing work?

Legal faxing works by allowing attorneys, lawyers and courtroom staff to engage in faxing legal evidence. Legal professionals can easily send and receive legal documents on any device using an online faxing service.

Can faxed signatures be used in court?

Yes, faxed signatures can be used as legal faxing in courtroom evidence. However, the validity of faxed copies can vary in different states, countries and government agencies.

How secure is legal faxing for confidential information?

The role of faxing in legal evidence is a highly secure method for sharing confidential information. Online faxing solutions like eFax are critical to sending and receiving sensitive legal documents as they secure messages using the highest grade of encryption technology.

What are the advantages of using legal faxing over email?

Faxing a legal evidence document enables legal professionals to guarantee that only their intended recipient can read the message’s contents. Email communication is often easily intercepted by hackers, but online faxing solutions like eFax secure messages using encryption.

eFax Content Team

An increasingly complex regulatory landscape means insurance firms must tackle multiple overlapping privacy and security regulations. Companies must securely receive, share and store vast quantities of sensitive data to prevent revealing an individual’s identity without their consent.

Read on to discover why faxing is still important for insurance companies.

Why Secure Communication is Non-Negotiable in Insurance

Faxing is essential for secure communications in insurance, protecting critical data and documents at all times. The insurance industry deals with highly sensitive information, including data that may contain personal identifiable information (PII), protected health information (PHI) and customers’ financial details. Protecting this information is not optional; it’s a compliance and reputational requirement to keep it safe when stored on file and in transit.

The Compliance-Heavy Landscape of the Insurance Industry

However, those requirements can be made more challenging by the rules and regulations that insurance firms are bound by. For example, insurance firms’ activities are regulated by strict laws like the Health Insurance Portability and Accountability Act (HIPAA), which protects health insurance data, and the Gramm-Leach-Bliley Act (GLBA), which safeguards financial information, and the industry-specific National Association of Insurance Commissioners (NAIC) Model Security Law and Payment Card Industry Data Security Standards (PCI-DSS). They may also be bound by state-specific laws like the California Consumer Privacy Act (CCPA), New York SHIELD and NAIC’s Model Security Law, and the European Union’s General Data Protection Regulation (GDPR) if they have European customers.

Suffering data breaches due to failing to comply with these stringent regulations can have severe consequences, including:

• Fines, lawsuits and and potentially criminal charges.
• A loss of customer trust.
• Reputational damage that could be difficult to rebuild.

Organizations must understand what data they collect and process, and the specific regulations that apply to them. Sharing sensitive data puts security and compliance at risk if malicious actors intercept messages sent via email or social messaging tools. However, online faxing provides insurance firms with a more secure alternative. 

HIPAA compliant faxing for insurance companies protects sensitive information using encryption, which ensures a message can only be read by the intended recipient, even if an unauthorized individual manages to intercept it.

Why Faxing Remains a Trusted Communication Method for Insurance Agencies

Sharing sensitive information, such as PHI and PII, via email or social messaging tools can leave insurance firms vulnerable to security risks like data theft, phishing and spam. So they need an alternative that’s secure by design and automatically protects their sensitive data. 

Online faxing provides a wide range of benefits for insurance firms, including:

Boost Security and Compliance

Online faxing provides enterprise-grade end-to-end encryption, which ensures secure communication in insurance. Digital faxing services meet the relevant compliance requirements of regulations like GLBA, HIPAA and PCI-DSS, and log every sent and received fax message for auditing purposes. Online faxing also allows insurance firms to take control of which individuals have access to fax messages and customer data and helps them better monitor access and permission rights.

Enhanced Productivity

Online faxing makes it easy for insurance firm employees to send and receive faxes at any time and on any device. It removes the need for people to rely on physical fax machines, which are prone to time-consuming errors like paper jams or running out of paper, ink and toner. Instead, users can easily send and receive faxes via an online faxing service’s web browser and mobile app or integrated third-party tools.

Cost-Saving

Online faxing eliminates the costs associated with traditional faxing. It removes the need to purchase fax machines, keep them stocked up with office supplies like paper, ink and toner and shell out for costly equipment maintenance. Taking faxing online also reduces the time employees spend waiting for faxes, freeing up employees to be more efficient and spend more time on tasks that add business value.

Better Customer Experiences

In addition to benefiting insurance firms and their agents, online faxing in insurance enhances their customer experience. Insurance agents can send and receive documents more quickly, avoiding errors, downtime between messages and gradually speed up the process of handling customer queries. Furthermore, customers no longer require access to a fax machine, which ensures smoother interactions and increased customer satisfaction.

Common Use Cases of Faxing in Insurance Companies

Insurance companies use online faxing in various situations, from customer inquiries to submitting legal documentation. Fax compliance insurance use cases include: 

Claims Submissions

Insurance agents often use faxing to carry out claims submissions on behalf of clients. This process includes gathering and verifying data from multiple sources, including images of damaged items, medical information and police reports to investigate and process claims. 

Medical Exchanges

Online faxing enables insurance agents to efficiently communicate with healthcare providers regarding medical claims. It allows them to quickly exchange details, such as claim forms and medical reports, with healthcare professionals to verify a patient’s claim.

Sharing Financial Information

Insurance agents can use fax to securely transmit documents containing financial details, submit international transactions and request customer signatures.

Legal Notices

Communication between lawyers, courtroom staff and insurers can be slow and time-consuming. But online faxing speeds up the process, allowing all parties to easily share and sign legal documentation.

Policy Underwriting

Digital faxing solutions are crucial to making policy underwriting more efficient. Insurance firms can securely and quickly share confidential information with brokers and customers.

How Modern Cloud Faxing Enhances Security and Efficiency

Modern faxing solutions have brought the security and efficiency of traditional faxing, which is heavily relied on by highly-regulated industries like the insurance sector, into the world of digital communication. Cloud-based faxing enables insurance firms to send and receive faxes anytime, anywhere and on any device. As a result, it combines old-school security with the modern convenience of online messaging.

Cloud faxing benefits insurance firms with solutions like:

Secure Cloud Storage

Online faxing solutions provide secure cloud storage for insurance firms to store all their sent and received fax messages. Safe storage is crucial for auditing purposes and helping insurance agents quickly find and share data with customers, law firms, medical professionals and law enforcement.

Regulatory Compliance

Online faxing services make it easier for insurance professionals to securely send and receive fax messages anytime, ensuring they comply with necessary data privacy and security regulations. They boost compliance with regulations like HIPAA and Systems and Organization Controls 2 (SOC2), empowering employees to share sensitive data without concerns around legal repercussions.

Platform Integration

Online faxing solutions are easily integrated with existing technology infrastructure, such as customer relationship management systems (CRMs), document management platforms and email systems. This helps insurance companies to streamline workflow efficiency, improve employee productivity and better manage the flow of information across the organization.

Mobile Faxing

A significant hindrance of traditional faxing was that employees had to go into the office to share sensitive documents. Online faxing solutions provide mobile apps that allow users to send and receive faxes on any device at any time. Now, entire teams can work remotely and better serve the needs of their customers. 

eFax: The Secure and Compliant Faxing Solution for Insurance Professionals

eFax provides a complete secure communication in insurance solution that helps users send and receive sensitive data whenever and wherever they need to. The benefits of eFax for fax compliance insurance include:

Regulatory Compliance: eFax was designed to meet the most stringent rules and standards set out by regulations like HIPAA and GLBA. The online faxing service guarantees the highest protection of insurance firms’ client data and business communications.

Enterprise Security: Security is at the forefront of the eFax solution, providing enterprise-grade encryption, authentication and access control to protect sensitive insurance information. 

Cost Reduction: eFax removes the need to purchase and maintain physical fax machines and keep them stocked with office supplies. It also provides flexible, transparent plans free of hidden fees or unexpected charges, allowing insurance firms to enjoy predictable cost structures.

Unlimited Cloud Storage: With eFax, insurance firms can store unlimited amounts of sent and received faxes in the cloud. The system enables agents to quickly discover the information they need to deal with claims as efficiently as possible.

Tech Interoperability: eFax is easy to integrate with insurance firms’ existing tech stacks, including CRMs, email systems and collaboration tools. This makes it easy for agents to securely share sensitive data with clients and colleagues.

Employee Productivity: eFax enhances collaboration and productivity with near-instant data sharing, meaning no more long queues to send a fax. The solution enables insurance agents to send and receive fax messages and review, sign and respond to claims regardless of their location.

FAQs Around Faxing for Insurance Industry

What types of insurance documents are typically faxed?

Insurance firms typically share documents like claims forms, policy declarations, medical notes and police reports via fax. These documents are used to quickly assess and verify claims.

How does faxing help insurance companies stay compliant with regulations like HIPAA and GLBA?

Faxing in insurance is crucial to compliance with regulations like HIPAA and GLBA by protecting sensitive data with security tools like encryption, access controls and authentication. 

Can faxing be integrated into digital workflows for insurance agencies?

Yes, fax compliance insurance can be integrated into companies’ existing tech stacks, including tools like CRMs, email systems and other collaboration platforms. 

Is mobile faxing secure enough for insurance operations?

Yes, messages sent via mobile faxing are protected by enterprise-grade encryption. This ensures HIPAA compliant faxing for insurance companies.

How can faxing increase efficiency in insurance claim processing?

Online faxing enables insurance firms to speed up claims processing, enabling agents to send and receive faxes at any time and on any device. In addition to improving secure communication in insurance, online faxing services help employees be more productive and efficient.

eFax Content Team

Thanks to the power of the internet, many business tasks and communications that once were physical can now be completed online, even sending and receiving faxes. Even though online faxing has become the new convenient standard in workplaces, there is still a risk of cyber threats.

It’s critical to ensure that your faxes are secure when you send and receive them and while your data is at rest (in cloud storage). Secure faxing keeps your business compliant with audits and regulatory requirements and prevents data breaches and fines.

In this blog post, we’ll go over how to know if your online fax system is exposed to cyber threats, how to safeguard yourself and your business from online faxing security risks, best practices for strengthening your fax system against cyber attacks, and how to choose the right online fax service to keep your business secure. 

Is Your Online Fax System Exposed to Cyber Threats?

You’ve heard of bad actors and phishing schemes. Did you know that online fax systems can also be exposed to cyber threats? While companies have moved from email to cloud-server-based faxing systems to increase communication security, a recent hacking method called “faxploit” has been discovered as a potential risk.

This cybersecurity risk allows hackers to gain access to your physical fax machine by sending the fax machine some code that the hardware believes is an image. Then, the bad actors can take control of your fax machine to stop inbound and outbound faxes, slowing your business operations down. Since a fax machine doesn’t have a firewall, antivirus software, or other security measures, the fax machine alone can’t prevent malicious programs from gaining access to your network of business computers and IT systems.

In other words, your old physical fax machine can effectively become an unlocked backdoor, allowing hackers to enter without your knowledge.

Other cybersecurity risks associated with faxing include weak login passwords, which can be compromised by keyboard stroke monitoring or brute force, and outdated software lacking the security patches required to avoid data breaches and malware infections. 

How to Safeguard Yourself From Cybersecurity Threats While Faxing Online

So, how can you protect yourself and your business from cybersecurity threats while still benefiting from online faxing? Here are seven ways you can safeguard your sensitive information in an online fax environment:

1. Encrypt your faxes. When you encrypt your faxes, from device to delivery, you ensure that anyone who accesses your document without permission won’t be able to easily read it. 
2. Verify your recipients. Make sure you have the right recipient before you send your fax. This keeps your fax from landing in unintended hands.
3. Use electronic signatures. Digital signatures are another way to secure your faxes. They require actual signatures on the documents, which helps keep them secure.
4. Apply server protection. If your business has an internal server, make sure you’re taking the right steps to protect it from cyberattacks. Ensure any software is upgraded to the most recent versions, employ access control and permissions, and use firewall protection.
5. Secure your devices. In addition to server protection, you should secure your devices. Limit device access to only authorized people, keep your laptops and mobile phones locked, use strong passwords, and install anti-virus software.
6. Store your documents in the cloud.
7. Protect your wireless networks. Change the default password and router name to something specific to your business, keep the router’s software updated, and set business policies that discourage employees from connecting to wireless hotspots.

5 Best Practices for Strengthening Fax Security Against Cybersecurity Threats

When you’re sending and receiving faxes using an online fax service, you should know the best ways to strengthen your fax security. Here are five best practices to safeguard your online fax configuration in a cybersecurity landscape:

1. When you evaluate online fax solutions, select a service provider with a reputation for security. Some features the service offers should include are end-to-end encryption, secure servers, and HTTPS protocol.
2. Always use a fax cover page. Confidentiality statements are critical for faxes containing sensitive information. 
3. Verify you have the correct recipient information, including their fax number and name.
4. Complete regular security maintenance – keep your fax software updated, rotate old passwords for new ones, and routinely train your employees on secure faxing practices.
5. If you need to step away from your computer, make sure you log out of your online fax account.

Essential Compliance Standards and Regulations for Secure Online Faxing

Certain industries must comply with strict regulations and compliance standards when sending and receiving documents via fax. These regulations are critical to ensuring that documents are confidential and that transmitted data isn’t intercepted. Below, we’ll list the different industries that have increased compliance standards and regulations for online faxing:

Healthcare

HIPAA is the strictest and most well-known law in healthcare in the United States. Its purpose is to keep Protected Health Information (PHI) secure and out of the wrong hands. 

Financial Institutions

Financial institutions are held to strict security regulations, with several laws in effect in the United States:

• The Gramm-Leach-Bliley Act (GLBA) is a US law requiring financial institutions to protect the non-public personal information (NPI) of consumers. This means that online fax solutions also need to be GLBA compliant.
• For companies that are publicly traded, the Sarbanes-Oxley Act (SBA) requires that businesses maintain accurate and reliable reports on their finances.
• The Payment Card Industry Data Security Standard (PCI DSS) requires that businesses conducting credit card transactions encrypt and securely handle cardholder data.

Legal Offices

Law offices are held to confidentiality and attorney-client privilege security standards. This means that any online fax solutions must ensure the privacy and security of any client communications, contracts, court documents, and more. 

Government

Governments are bound by many strict security regulations:

• Federal Information Security Modernization Act (FISMA) requires government agencies to adopt and document an information security program throughout their agencies.
• National Institute of Standards and Technology (NIST) guidelines help federal agencies determine that their information systems are secure.
• In the European Union, citizens’ data must be protected by the regulations of the General Data Protection Regulation (GDPR).

Top Cybersecurity Factors to Consider When Choosing a Secure Online Faxing Service

Given all of the information we’ve provided so far, you can see why choosing a secure online faxing service is so important. Here are the factors that you should consider when you’re selecting the right online fax service for your business:

• Security protocols: Make sure the online faxing service provides security features like two-factor authentication, role-based access control, and encryption of data at rest and in transit. 
• Privacy law compliance: All businesses should ensure the online faxing service they choose is fully compliant with privacy laws like HIPAA and GDPR.
• Electronic signatures: A secure online faxing service must offer electronic signatures, which let you validate and authenticate documents you send and receive. 

Experience Hassle-Free, Secure Faxing with eFax – Start Today

eFax is the right choice for your business as a secure online fax service. eFax offers the following security features:

• Highest encryption: With eFax, you get access to trusted encryption protocols, 256-bit AES, and SSL. These encryption methods keep your faxes secure.
• 99% server uptime: eFax promises nearly 100% server uptime, which means your faxes are safe and you can count on access.
• Technical support: If you need help with any security or compliance questions, eFax technical support is available 24/7 to help.
• Regulatory compliance: eFax Protect provides even more security features with regulatory compliance, with HIPAA, SOX, and GLBA support.
• Finance and education sector support: eFax Corporate contains all of the security features of eFax Protect, with additional PCI and FERPA compliance for finance and education sectors.

FAQs Around Faxing and Cybersecurity 

Here are some answers to the frequently asked questions about faxing and cybersecurity.

How can I protect my faxes from being intercepted?

You’ll want to add several layers of security in order to keep your faxes from being intercepted. For a physical fax machine, install it in an area that you can easily secure and allow limited access. Don’t let faxes sit in a printer tray; instead, fetch them as soon as they’re printed. To add even more security to your faxes, consider switching to a secure online faxing service.

How does encryption keep my faxes safe?

Think of encryption like a word scrambler for your information. When you send an encrypted fax, the fax service turns your text into a format that is unreadable by humans. The receiving fax service is given a key that can unscramble the text. Most fax services offer TLS (Transport Layer Security) or SSL (Secure Sockets Layer) encryption.

Can I send faxes securely over the internet?

Yes, when you use an online fax service that is vetted and offers security features like encryption, secure storage, access control, and audit trails.

What are the risks of using public networks for sending faxes?

Sending faxes using public networks, like WiFi connections you’ll find in cafes, airports, or hotels, comes with cybersecurity risks. Eavesdropping (bad actors intercepting communications), man-in-the-middle attacks, and data logging are some cybersecurity attacks that hackers can use on a public network. 

How can I protect my fax system from cyberattacks?

Use a secure physical location for your fax machine with limited access, perform regular software maintenance, and use a dedicated phone line for physical fax machines. For online fax service providers, choose reputable providers, protect your account with strong passwords, educate your employees on phishing and other scams, and install encryption features.

eFax Content Team

Despite the growth of digital communication tools, many organizations still rely on outdated, on-premise fax systems. These legacy systems often involve physical fax machines, analog phone lines and on-site servers. 

While they may have worked well in the past, maintaining them today comes with growing risks and costs. Legacy fax infrastructure isn’t just expensive and inefficient. It’s also incompatible with today’s business needs. 

As more companies embrace digital transformation, cloud-based faxing is a practical and strategic solution. This guide walks you through why traditional faxing is becoming obsolete, the benefits of transitioning to cloud fax and what to expect from the cloud migration process.

Why Legacy Fax Systems Are Becoming Obsolete

Old fax systems might seem dependable. But, with today’s technology, they can create more problems than they solve. 

Here’s why so many companies are phasing out paper fax systems:

• High maintenance costs
• No easy scalability
• Hardware failures 
• Security issues
• Poor disaster recovery 

Physical fax machines and servers require regular upkeep, repairs and IT support, which can be costly. This doesn’t even include the cost of a single fax machine, which can be up to $500. And, adding new users or office locations often means installing more equipment or reconfiguring your entire network.

Plus, machines break down. As parts become harder to find, downtime increases. Meanwhile, older systems lack modern encryption and security updates, which can put sensitive data at risk.

Finally, in the event of a system crash or natural disaster, legacy systems can’t guarantee access to your fax records. On the contrary, digital systems can help you maintain your documents in the cloud. 

As these issues add up, so do the operational and compliance risks. So, more businesses are choosing to migrate to cloud fax.

5 Key Benefits of Migrating to Cloud-Based Fax

When you migrate your legacy fax system to the cloud, you simplify your workflows and reduce your overhead. 

Here are five top benefits of cloud fax migration: 

1. Lower costs: You no longer have to purchase, maintain or replace physical fax machines or servers. Cloud-based faxing uses your internet connection and reduces costs tied to phone lines and hardware.
2. Stronger security: A good cloud fax provider offers end-to-end encryption, HIPAA-compliant transmissions, and secure cloud storage to protect data in transit and at rest.
3. Greater flexibility: Cloud fax lets your team send and receive faxes from anywhere using email, a web portal, or a mobile app. This supports hybrid and remote work models.
4. Scalability: You can easily add new users, departments, or office locations without buying new machines or updating wiring. Growth becomes seamless.
5. Improved reliability: Cloud services include built-in redundancy and automatic backups. This means less downtime and better disaster recovery compared to legacy systems.

Together, these advantages make cloud fax a smarter, more future-ready solution for modern business communication. To see more, learn the benefits of cloud faxing. 

How to Migrate Your Traditional Fax System to the Cloud

The cloud migration process doesn’t have to be overly-complicated. In fact, it may be much smoother than you expect. Here’s how to migrate your fax system to the cloud, step by step.

1. Assess Your Current Fax Environment

Begin by taking a full inventory of your existing fax setup. Count all physical fax machines, analog phone lines, fax servers, and software systems currently in use. Track your monthly fax volume to understand capacity needs. 

Document which departments or workflows depend on faxing (for example, HR, billing or legal). Then, review your regulatory environment to identify any compliance, privacy or retention rules tied in to fax communication. This baseline will guide your requirements during the transition.

2. Define Your Faxing Needs

Once you understand your current setup, determine what your business needs from a cloud fax system. Make a list of users, departments or office locations that need access. Identify must-have features like secure document storage, electronic signatures, custom routing or detailed audit trails. 

Think about how your team works. Will they fax through email, a mobile app, or desktop platform? If you have industry-specific systems (like EMRs or CRMs), consider whether you’ll need integration with those tools.

3. Choose a Cloud Fax Provider

Use your list of needs to evaluate and compare cloud fax vendors. Look for a provider that offers strong encryption, secure data centers and compliance with your industry’s regulations. Check if the solution can scale with your business and supports integration with your existing software stack. 

Pay attention to the user interface, admin controls and reporting features. Read customer reviews, request a product demo and ask about implementation timelines and support availability before signing up.

4. Develop a Migration Plan

Work with your chosen provider to build a detailed migration plan. The plan should include technical setup, configuration and change management steps. 

Typical phases of cloud fax migration include:

• Account creation and user provisioning
• System and workflow configuration
• Porting existing fax numbers (if applicable)
• Internal training sessions for end-users
• Testing to confirm functionality and reliability

Establish a realistic timeline, assign roles and schedule check-ins to monitor progress and resolve issues as they come up.

5. Transition Gradually

Avoid shutting down your legacy fax system overnight. Instead, run both systems in parallel for a defined period. This is often called a “hybrid transition,” and lets users test the new system in real scenarios while falling back on the old one if needed. 

It also gives IT staff time to address unexpected issues, gather feedback and make adjustments before fully committing to the new setup.

6. Retire Legacy Systems

Once your team is fully using the cloud fax system and no longer relies on the old infrastructure, you can begin the retirement process. Cancel unused phone lines and fax numbers, disconnect and dispose of physical machines and decommission any on-site fax servers. 

Wipe all data from retired devices in accordance with your company’s security policies. Don’t forget to update your documentation and internal directories to reflect the new system. 

Choosing the Right Cloud Fax Provider Before Migration

The provider you choose plays a big role in how smoothly your migration goes. 

Here are key features to look for when selecting a cloud fax solution:

• Security and Compliance
• Reliability
• Scalability
• Integration Support
• Ease of Use
• Customer Support

When choosing a cloud fax provider, look for built-in encryption, access controls and compliance with industry standards like HIPAA, GDPR or SOX. Pick a provider with 24/7 uptime and monitoring as well as service level agreements (SLAs). 

Keep in mind, your fax solution should grow with your business. So, ask about user limits, volume capacity and pricing tiers. And, look for options to connect cloud faxing with your email, document management or EHR systems.

You also need a good user interface and intuitive admin tools help teams onboard faster and reduce IT headaches. Moreover, choose a provider with responsive, knowledgeable support teams to help during and after migration.

Compare multiple vendors, ask for demos and check reviews before making your choice. To learn about a solution with everything you need, explore how the eFax platform can benefit your business.

eFax: The Trusted Cloud Fax Solution Your Business Needs

eFax is a top-rated cloud fax provider trusted by businesses around the world. 

When you transition to eFax, you get:

• Secure, encrypted faxing that supports HIPAA, GDPR and other compliance needs
• Easy-to-use interfaces via email, mobile apps and web portal
• Keep your current fax numbers with global number portability
• Scalable plans for teams of any size
• Advanced tools like e-signatures, large file sharing and audit trails
• Reliable uptime with built-in redundancy
• Expert support throughout your cloud fax migration
• Quick setup with minimal disruption

Thousands of organizations have already started to migrate their fax infrastructure to modern, digital cloud fax technology. 

FAQs Around Migrating Legacy Fax Systems

Is cloud faxing secure enough?

Yes. Cloud faxing uses encryption for data in transit and at rest, plus access controls and compliance support. It’s more secure than many legacy systems.

Is cloud fax cheaper than traditional fax?

In most cases, yes. You save on hardware, maintenance, phone lines and energy. Costs become more predictable with subscription pricing.

Can we keep our existing fax numbers after the migration?

Yes. Most cloud fax providers, including eFax, offer number porting so you don’t have to change your contact information.

How long does cloud fax migration usually take?

It depends on your organization’s size and complexity. Some migrations happen in days while others may take a few weeks. A phased rollout can help ease the transition.

What happens to old fax archives when you migrate to the cloud?

You can export and import archived faxes into your new system, or store them in secure cloud storage based on your retention needs. Talk to your provider about archive migration options.

If your business is ready to move forward with modern, digital communication, transitioning to cloud fax is a smart step. Get started with eFax today.

eFax Content Team