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The Difference Between eFax and Fax: Why Take Fax Online?

The Difference Between eFax and Fax: Why Take Fax Online?

Fax machines aren’t your only option for sending fax documents anymore. eFax® provides a new solution to a centuries-old system. But what are the differences between eFax, a digitized version of a standard fax, and fax? Is it worth moving to new technology?

What is eFax?

We all know what a fax machine is and what it does, but what about online faxing? Before we can look at the difference between fax and eFax, it’s important to understand what eFax actually is. eFax refers to our electronic faxing solution, which is a mode of faxing over the internet.

Online faxing is a straightforward practice that eliminates the need for the legacy fax machine. It allows you to send and receive fax documents over the internet using phones, computers and tablets. Instead of transmitting physical paper files, our system operates using digital documents like PDFs. You upload your document to your eFax account and send it using our custom-built online portal. This process means you don’t have to print off documents to fax them. However, if you want to fax a physical document, you can always capture it using smartphone cameras for easy upload to our service.

The Difference between Fax and eFax

Before delving into the differences between traditional fax machines and eFax, it’s essential to grasp what eFax entails. eFax represents a digital revolution in fax communication, enabling users to send and receive faxes over the internet without the need for dedicated fax machines. This innovation leverages digital formats such as PDFs, eliminating the inefficiencies associated with physical paper transmission. Documents are uploaded to the eFax platform and transmitted through a user-friendly online portal. For those needing to fax physical documents, eFax accommodates this by allowing easy capture via smartphone cameras for seamless upload and transmission. Now that it’s clear what online faxing is, we can look at the difference between fax and eFax:

Fax MachineeFax
FlexibilityImmobile and heavy hardware units that often require landline connection to operateAccessible anywhere with an internet connection. Allows for flexible and remote faxing
ResourcesRequires ink, toner, paper and maintenance, resulting in high costs from regular usageA totally digital format that only requires access to digital devices. Low cost and light on resources
FeaturesThe ability to send and receive fax documents from other fax machinesLarge file transfers, submits fax to multiple recipients, simultaneous access for several users and more
Legal UsesSend and receive legal documentation through submission of signatures and reliable date stampsSend and receive legal documentation through electronic signatures and date stamps
ScalabilityPurchase machines and find office space for new units to increase fax volume. Or remove old and unused units if volume decreasesImmediately purchase a higher number of online fax credits to keep up with demand, or reduce subscription size to fit your needs
Document ManagementPrint and store all required documents in physical units such as filing cabinetsSave and archive received and sent documents on secure cloud servers for easy access
SecurityLimited security options, leading to the potential for unauthorized third-party accessAdvanced encryption, 24/7 live security monitoring and access controls to files

The Benefits of Online Fax over Fax Machines

The above highlights the difference between fax and eFax, and the disparities in the technology that now exists. Old-fashioned fax machines were unrivaled in their day. But developments in digital solutions now mean online faxing offers a much more viable fax system for businesses. Switching from legacy fax machines to eFax means you can better support your brand’s communication goals through these powerful benefits:

  • Superior Document Access: Old-fashioned fax machines create physical files. These files need to be stored if useful or disposed of if not. This situation creates either unnecessary waste or the need for facilities to house the documentation. Physical files are then easy to misplace or damage. The answer to this could be to upload fax into a computer system for more manageable storage. But then, why not just use eFax instead? All files sent and received via eFax are stored online for instant access and management. Make referrals to important documents simple and straightforward, with no risk of files getting lost. Disposal is also as easy as clicking delete.
  • Enhanced Data Security: Fax machines were designed in the 1800s and made popular in the 70s. But while innovative for their time, they are not built for modern data security threats. While traditional fax machines pose security risks due to outdated technology, eFax employs advanced encryption, continuous security monitoring, and access controls to safeguard sensitive information, aligning with contemporary data protection standards like HIPAA and HITRUST.
  • Workplace Flexibility: Remote and flexible work is becoming an ever-present part of the modern office environment. With the rise of remote working comes a need for solutions to facilitate the demand. Fax machines are not supportive of flexible work. They are not mobile or remotely connective. eFax, however, is a completely remote experience. You can send online fax from anywhere you have an internet connection, which means flexible working becomes easy for anyone who needs to send fax as part of their job.
  • More Advanced Fax Transmission: eFax is not just faxing done online. The difference between fax and eFax goes far beyond that. Online fax solutions come equipped with numerous new features and functionality unattainable through the use of legacy fax machines. Included in these features are options like allowing multiple members of staff to access fax solutions at any one time — instead of having to queue to send a fax or print a document. You can also send a fax to multiple recipients at once, rather than having to submit one by one.
  • Lower Running Costs for Your Business: Let’s be honest, all the above benefits might sound great, but for many businesses, making any change can ultimately come down to cost. If a fax machine is cheaper than digital faxing, you’ll likely stick to the former. eFax is actually a much more cost-effective solution for your business. Monthly subscription costs are low, and there are no additional fees. You don’t have to pay for the resources required to send paper fax. You also don’t need to pay for fax numbers, phone lines, maintenance and the actual costs of the units themselves.

Get Started with eFax

Getting started with eFax is straightforward and convenient, requiring no special equipment. Unlike traditional fax machines, eFax operates entirely digitally, eliminating the hassle of hardware maintenance. Whether you’re using a desktop, laptop, tablet, or smartphone, eFax is compatible across all devices and operating systems, allowing you to send and receive faxes from anywhere with an internet connection. The platform’s user-friendly interface makes managing your faxes a breeze, from customizing settings to tracking your fax history. Plus, eFax provides robust support resources, including tutorials and live assistance, ensuring you have the help you need when navigating its features. As your business grows, eFax offers scalable solutions that adapt to your needs, allowing you to upgrade or downgrade your plan effortlessly.

Customize Your Account

eFax offers easy customization options for your account. You can update profile details such as phone numbers, PINs, contact email, and name. Adjust time and date preferences, default language, homepage settings, and manage email addresses used for sending and receiving faxes. For enhanced security, you can customize the level of security applied to your transmitted faxes by exploring our products, eFax Plus & Pro, eFax Protect, and eFax Corporate.

Fast and Reliable Delivery

Faxes sent through eFax are typically delivered within a few minutes. In instances where the recipient’s fax line is busy, eFax automatically retries delivery up to three times to ensure your fax reaches its destination promptly.

Large File Sharing

Need to send large files? eFax’s Large File Sharing feature allows you to send files up to 3GB in size to up to 20 recipients simultaneously. Each recipient receives a unique secure download link in their email, ensuring efficient and secure file transmission.

Mobile Accessibility

Access your eFax account on the go with the eFax mobile app. Send and receive faxes, manage your account settings, and stay connected wherever you are, right from your mobile device.

Electronic Signature Integration

Streamline your document workflows with eFax’s electronic signature feature. Sign documents electronically directly within your eFax account, eliminating the need for printing, signing, and scanning.

24/7 Customer Support

eFax provides round-the-clock customer support to assist you with any queries or issues you may encounter. Whether you have questions about account setup, troubleshooting, or need assistance with advanced features, our support team is always available to help.

Global Coverage

With eFax, you can send and receive faxes internationally, making it easy to connect with clients, partners, and colleagues worldwide without the constraints of traditional fax machines.

Environmentally Friendly

Using eFax reduces paper consumption associated with traditional faxing, contributing to environmental sustainability efforts.

Secure and Compliant

eFax employs advanced encryption protocols to ensure the security and confidentiality of your transmitted documents, meeting industry standards and compliance requirements. We offer various tiers of service, including services that meet certain compliance standards for regulated industries.

Ready to upgrade your faxing? Discover the benefits of eFax for your business today.

Send and receive faxes in minutes.

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