Business Fax in 2024 & Beyond: Security, Compliance (and More!)

Is faxing a thing of the past? In our two decades of helping small & medium businesses and enterprise organizations with their documentation needs, we often hear this question.   

Even though we're all living in a modern digital world, ye old faxing still plays a major role in business communications, especially where security and document integrity are important.    

While the use of Plain Old Telephone Service (POTS) systems may soon become a fading memory, business fax has wisely adapted to utilizing new technology, merging traditional reliability with cutting edge efficiency. What inspired this evolution and why is faxing still so important in the business world?   

Here are the facts on business fax:  

When business communication shifted from analog telephones to digital computers and cellphones, the fax industry had to quickly evolve to keep up, lest it be left behind like the telegraph. But this shift toward Internet Protocol (IP) based fax technology has had its advantages: 

• Increased Speed: IP-centered systems, such as Fax over Internet Protocol (FoIP), enhance transmission speed and provides seamless integration with digital workflows, which also saves time. 

• Lower Cost: Eliminating the need for standalone fax lines and connecting faxes over existing internet services reduces operational costs significantly. Cutting the cord cuts your bottom-line spending. 

• Enhanced Security Protocols: Unlike traditional faxes that transmitted over public telephone networks, IP faxing uses privately encrypted networks, providing even greater security against data breaches. 

The key reason why fax remains popular today is because of the unique advantages it offers in both security and compliance. These are key benefits for industry-wide regulations such as HIPAA for healthcare and various data protection laws for legal entities. 

• Security and Privacy: Because faxes are far less vulnerable to online poaching than emails, which simply need a username and password, they provide a more secure channel for sending sensitive information. 
   
• Legal Validity: Faxed documents are legally binding. They can be presented as evidence in legal proceedings due to their physical form and built-in delivery confirmation. 

• Reliability: If there is an internet network failure, a company could still be able to use a POTS fax machine or a cellular connection as back up. 

• Compliance with the Law: Many industries are mandated by law to use fax for sending and receiving certain types of documents, making it an indispensable tool. Want to keep it legal? Stick to the fax. 

For law firms, the confidentiality of client communications is critical. When "mum's the word", online fax services are the way to go.  

• Secure Transmission: With end-to-end encryption and secure access protocols, online faxes ensure that sensitive documents, like contracts and legal forms, are sent and received securely. 

• Immediate and Confirmable Delivery: Fax services provide instant delivery and confirmation receipts, which are crucial for urgent legal documents. 

• Seamless Integration: Modern fax systems are designed to integrate with legal management software, streamlining workflow and document management, while maintaining the letter of the law. 

Fax communications are alive and well in the healthcare industry. The diagnosis for this is simple: faxing is at the forefront of securely sending and receiving confidential data such as patient charts, prescriptions, and other sensitive documents.  

Yes sir, when it comes to transmitting important classified information in an urgent medical situation, a fast fax is the cure. And best of all, faxes comply with HIPAA (Health Insurance Portability and Accountability Act) regulations, required to keep protected patient personal & family information secure & confidential. Faxes do this in several ways: 

• Encryption: Fax transmissions must be converted into a sonic or digital code to ensure the data is always secure and private. 

• Access Controls: Only authorized personnel should have access to faxed health information. 

• Audit Trails: For every fax sent or received, detailed records are kept - including date, time, and party details. 

Even if you're not in the legal or healthcare industries, having a solid and reliable fax system established for your business is important. Here’s how you can optimize your company's faxing practices: 

1. Consolidate Fax Numbers and Devices
   Reducing the number of fax machines and dedicated lines will minimize your costs and maintenance. Additionally, if you manage all of your fax communications through a single online platform, you'll be able to simplify your tracking and auditing to discover points where you can be even more efficient.  
2. Automate and Integrate Fax Processes 
   Integrate faxing with your existing business system for better workflow continuity. You can also automate the sending and receiving processes to save time and reduce errors, which will help you ensure your faxes get where they need to go on time. 
3. Regularly Update Security Measure
   Review and update your company's security protocols and use advanced encryption methods to comply with industry standards (such as HIPPA) and protect import information from falling into the wrong hands or CPUs.

Beyond optimizing your print environment, Managed Print services (MPS) can streamline and secure your company's fax operations. This is especially important in industries that require high compliance and security measures. Here's what a managed print environment can do for you: 

• Centralize Fax Operations: Ease workflow woes by implementing centralized management systems for all faxing activities across departments or locations. Fewer lines, less waiting. 

• Enhance Security Protocols: Defend your data from cyber-attacks by installing state-of-the-art security measures, including end-to-end encryption and secure access systems. 

• Ensure Compliance: Keep up with regulatory changes by adjusting you fax operations to maintain compliance with laws like HIPAA. 

• Reduce Spending: Cut operational costs by optimizing your fax operations and eliminating unnecessary equipment, while neutralizing the threat of costly legal fees and fines by fully complying with government and industry regulations. Keep it legal AND affordable. 

As you can see, faxing remains a vital component in business communication. Sure, a phone line may be a thing of the past, but modern technology has only enhanced the benefits of faxing. If you need it secure, efficient, and compliant - Stick to the fax! 

Need help adapting to the current trends in fax technology or preparing for the future? Our highly trained FlexTG technicians have the expertise to make that a reality for your business. We've got the facts on fax - and that's a fact!