Faxing is a reliable method of communication that many businesses use. However, with technological advancement, even faxing has evolved. Some industries, such as medical and financial institutions, still rely on traditional faxing, while others have transitioned to online faxing.
The choice between traditional and digital faxing is one that your business should consider when looking for a way to send and receive documents securely. Both options have benefits and drawbacks, so knowing how they differ is essential to make the best choice.
In this post, we’ll discuss these faxing options and examine the differences.
Online faxing is a method of sending and receiving fax using the internet. It’s almost similar to emails. Unlike traditional faxing, where you need a fax machine to send and receive information, with online faxing, you send the data via the internet. You only need a computer or phone, a stable internet connection, and a fax service. You use your laptop or phone to log in to the service website or an Android fax app and send an email.
With online faxing, the recipient receives the information in a blink of an eye, meaning the method is faster and more efficient. Online faxing eliminates the need for papers, phone lines, and fax machines, as it converts documents to digital files.
Pros and Cons Of Online Faxing
Here are a few benefits and drawbacks to help you learn more about online faxing.
If you settle for online faxing, you’ll enjoy the following benefits.
- Customer Support: Online faxing services have representatives catering to customers with queries or those needing assistance. The help is usually over the phone, email, or chat. However, the level of help varies depending on the fax service provider. Some service providers offer 24/7 customer support, while others limit theirs. The type of customer support often depends on the subscription plan you choose.
- Cost-effective: Online faxing can save money as you don’t have to buy a fax machine, paper, ink, or phone line. It also means you won’t be incurring appliance maintenance costs.
- Eco-Friendly: Online faxing is environmentally friendly as it eliminates the need for paper and ink. It not only saves you money but also reduces the waste ending up in a landfill and eliminates the carbon emission associated with producing and transporting paper and ink.
Before settling for online faxing, there are a few drawbacks to remember.
- Internet Reliance: As stated, online faxing relies on the internet, meaning if your connection has issues, you’ll have trouble sending and receiving documents.
- Limited Storage: Another drawback of online faxing is limited storage for sent and received faxes. However, this depends on the subscription plan you choose. Limited storage is a problem if your business needs to keep large amounts of data. In such cases, the brilliant idea is to download and store the faxes in local storage.
- Dependency On Fax Service Provider: When using online faxing, you rely on fax service providers to deliver your information. It can cause issues when the provider experiences security breaches or other significant issues.
Traditional faxing is an old way of sending and receiving information using fax machines via telephone lines. Transferring documents takes several minutes. Traditional faxing suits businesses with significant documentation, such as hospitals, schools, and financial institutions.
Pros And Cons Of Traditional Faxing
Like online faxing, traditional faxing also has merits and demerits, which include the following:
- Offers A Physical Document Trail: One of the greatest benefits of traditional faxing is that it offers a document trail. The trail is beneficial for record-keeping and legal purposes. When information is sent via fax, a physical document is produced and contains a transmission record. It can help in case of disputes or irregularities about specific documents
- Easy To Use: Traditional faxing is easy to use if you’re familiar with the technology. To send a fax, you need to print the document, then feed it into the fax machine. Next, you enter the recipient’s details and wait for the transmission to be completed.
- Reliable: Traditional faxing doesn’t require any internet connection, meaning it can even be used in areas with low or no internet connection. It makes traditional faxing more reliable than online faxing.
Despite the benefits, traditional faxing has a few drawbacks that you should consider. They include;
- Time-Consuming: As mentioned, traditional faxing requires you to print a document, feed it into the fax machine, then wait for the transmission to be processed. It can take a lot of time, especially if the document has multiple pages. Also, the receiver has to wait for the document to be transmitted and then take time to print the copy.
- Environmental Impact: Traditional faxing uses paper, ink, and electricity, which strains the environment. Also, the production and transportation processes of these items pollute the environment.
- Expensive: Traditional faxing can be expensive as you have to buy a fax machine, telephone line, paper, and ink. Moreover, the fax machine must be maintained regularly, adding to your expenses.
Both online and traditional faxing are great methods to send and receive faxes, and each has its benefits and drawbacks. Your choice depends on your preferences and your business needs. For instance, if your business is looking for a fast and cost-effective way to send and receive information, online faxing is a suitable option. However, traditional faxing is the perfect choice if you’re seeking a reliable and legally compliant method.