eFax Corporate Customers: Are You Getting the Most Out of Your Service?

How Hidden On-Prem Devices and Analog Lines Are Undermining Your Cloud Fax Savings 

As an eFax Corporate® customer, you might feel confident that your organization has fully embraced the cloud, especially when it comes to faxing. After all, the term “cloud-based” suggests a seamless, fully digital experience, free from the constraints of physical devices and analog systems. Despite investing in eFax Corporate and moving towards digital transformation, a significant number of our customers continue to rely on on-premise fax devices for certain workflows. These devices are often hidden in plain sight, operating in the background and contributing to costs that your business may have overlooked.

Many businesses still use Multi-Function Devices (MFDs), such as printers, scanners, copiers and standalone fax machines that are physically connected to analog phone lines. This hybrid approach—where some aspects of faxing are digital, and others remain analog—can create inefficiencies, increase costs, and reduce the overall effectiveness of your digital strategy.

The Hidden Costs of On-Premise Faxing

Hidden Expenses Tied to On-Premise Fax Devices and Analog Phone Lines

On-premise faxing is associated with numerous hidden costs that can accumulate over time. While the initial investment in physical fax machines and analog phone lines might seem minimal, the long-term expenses are far from negligible. Maintenance costs, for example, are a significant ongoing expense. And physical fax machines require regular servicing to ensure they function correctly. This includes replacing worn-out parts, addressing mechanical failures, and keeping the machines stocked with consumables like paper and toner.

Analog phone lines—often considered a relic of the past—are still widely used to connect these fax machines. The cost of maintaining these lines has been steadily increasing, largely due to the telecommunications industry’s shift towards digital infrastructure. As fewer companies rely on analog systems, the cost of maintaining this outdated infrastructure has risen, leading to higher charges for those who still depend on it.

Another hidden cost is the lack of scalability. On-premise faxing systems are not easily scalable, meaning that as your business grows, so do your fax-related expenses. Each new device adds another layer of complexity and cost, making it difficult to manage your fax infrastructure effectively.

The Reality Check: Are You Truly Cloud-Based?

Overlooked On-Premise Devices

Some of our eFax Corporate customers are surprised to learn that they still rely on physical fax devices despite having invested in a cloud-based solution. These devices are often tucked away in offices, warehouses, or remote locations, quietly racking up costs that go unnoticed. According to industry data, the market size for copiers and printers in the United States is projected to reach $1.3 billion by 2029.

But the financial burden of maintaining these devices is twofold: first, there are the direct costs associated with the devices themselves, including maintenance and supplies. Second, there are the indirect costs, such as the analog phone lines that these devices require to function.

These physical fax devices represent a missed opportunity for cost savings and efficiency. By continuing to use them, your business is essentially maintaining a hybrid system that fails to fully capitalize on the benefits of cloud-based faxing. The reality is that even a single on-premise fax machine can undermine the advantages of a cloud solution, introducing unnecessary complexity, cost, and risk into your operations.

To put these incremental savings into perspective, consider this:

Cost Comparison: On-Premise vs. eFax Corporate

The Visibility Problem with On-Premise Faxing

One of the most significant challenges associated with on-premise faxing is the lack of visibility. In organizations with multiple locations, it can be difficult—if not impossible—to track and manage all the fax devices in use. This lack of visibility leads to several problems. First, it makes it challenging to control costs. Without a clear view of your fax infrastructure, it’s difficult to identify inefficiencies and areas where cost savings could be achieved.

Second, the lack of visibility can pose a significant security risk. In industries that handle sensitive information, such as healthcare or finance, it’s crucial to ensure that all communication is secure and compliant with industry regulations. However, without centralized control over your fax operations, it’s difficult to enforce security policies and monitor compliance. This can leave your organization vulnerable to data breaches, regulatory fines, and other risks.

Finally, the visibility problem complicates efforts to optimize your fax operations. Without a clear understanding of how your fax devices are being used, it’s difficult to make informed decisions about where to invest in upgrades, how to streamline processes, or how to improve overall efficiency.

The Unseen Cost of Staying Analog

Analog Phone Lines and FCC Regulations

If you’re still using Plain Old Telephone Services (POTS) lines, you’ve likely noticed that costs are climbing. As the telecommunications industry continues to phase out analog infrastructure in favor of digital solutions, the cost of maintaining these lines is rising. Even a few remaining POTS lines can cost in excess of several hundreds of dollars each month, and with their availability shrinking, prices are likely to keep rising. This trend is driven by several factors, including the decreasing availability of analog services and the increasing cost of maintaining aging infrastructure. 

For businesses that still rely on analog phone lines for faxing, this represents a growing financial burden. Not only are these lines more expensive to maintain, but they are also less reliable than digital alternatives. As the quality of analog services continues to decline, businesses may find themselves dealing with more frequent service interruptions, poor call quality, and other issues that can disrupt their operations.

Changes in FCC regulations are also impacting the cost and management of analog systems. These regulations are designed to encourage the transition to digital communication methods, but for businesses that are slow to make the switch, they can result in higher costs and increased complexity. For example, new rules may require businesses to upgrade their analog systems or implement additional security measures, both of which can be expensive and time-consuming.

Missed Opportunities for Cost Reduction

Relying on analog phone lines and on-premise fax devices might be silently costing your business more than you realize. Hidden Multi-Function Devices (MFDs) connected to these outdated analog lines can lead to ongoing, unnecessary expenses. One of the most effective ways to reduce fax-related costs is to convert MFDs to cloud-based faxing. This not only eliminates the need for analog phone lines but also streamlines operations by centralizing all fax activities on a single platform.

The potential savings from this conversion are substantial. By moving to a fully cloud-based solution, businesses can reduce or eliminate the costs associated with maintaining physical fax machines, paying for analog phone lines, and managing a complex, decentralized fax infrastructure. Additionally, cloud-based faxing offers greater scalability, allowing businesses to adjust their fax capacity as needed without the expense of purchasing and maintaining additional hardware.

Transitioning to cloud-based faxing can lead to improved operational efficiency. With all faxing activities centralized on a single platform, your business can more easily monitor and manage their fax operations, identify inefficiencies, and implement improvements. This not only reduces costs but also enhances the overall effectiveness of your fax infrastructure.

Realizing the Full Potential of eFax Corporate

Trim Costs in Your Current Fax Workflow 

To realize the benefits of eFax Corporate, it’s essential to assess your current fax setup. Start by identifying any hidden on-premise devices and analog line usage. This audit will help you understand the scope of your existing fax infrastructure and identify areas where you can make improvements. Our team will work with you to develop a plan that meets your specific needs and cuts unnecessary costs, helping you to achieve a seamless transition. Our team will also help port your business fax number to an eFax Corporate account so you can enjoy the benefits of digital faxing without losing the continuity of your established contact number.

Looking Ahead: The Future of Cloud Faxing

Cloud faxing is the future of modern, scalable business operations and we’d like to thank you for being an integral part of that with eFax Corporate. As we continue to innovate and evolve, we want to ensure you maximize the benefits of our services. 

Explore the full range of features eFax Corporate offers, such as advanced security, integrations of MFDs, and automated workflows. By fully leveraging these capabilities, you’ll not only stay ahead of market changes but also enhance your operational efficiency and maintain a strong competitive edge. We’re here to support you every step of the way, ensuring you get the most out of your eFax experience.Contact us today to schedule a consultation and take the first step toward a more efficient, cost-effective, and secure faxing solution.