Everything You Need to Know About Cloud Faxing

This post originally appeared on EO Johnson's blog.

Faxing in the digital age? Yes, it’s still a thing. In a world where AI can write our emails, cars can drive themselves (sort of), and most meetings happen virtually, you might be surprised to hear that faxing is still very much alive. But before you dust off that old fax machine and start looking for a landline, let’s talk about cloud faxing. It’s the modern evolution of a technology that just won’t quit. Whether you’re in healthcare, legal, finance, or government work, cloud faxing is a secure and efficient way to send documents in an era when paper jams and busy signals should be things of the past.

What Is Cloud Faxing?

Cloud faxing, also known as online faxing or e-faxing, is a digital alternative to traditional fax machines. Instead of using a physical machine and phone line to send documents, cloud faxing allows users to transmit faxes over the internet. These faxes can be sent and received through email, a web portal, or even a mobile app, eliminating the need for dedicated fax hardware.

At its core, cloud faxing converts a document into a secure digital format, sends it via encrypted transmission to the recipient, and ensures compliance with industry regulations like HIPAA, GDPR, and SOC 2.

How Does Cloud Faxing Work?

Cloud faxing operates similarly to traditional faxing but without the analog hassles. Here’s how it works:

1. Upload your document: Users upload documents from their computer, cloud storage, or mobile device.
2. Enter the recipient’s fax number: Cloud faxing providers assign digital fax numbers, allowing you to send to both digital and traditional fax machines.
3. Send securely: The document is transmitted securely over the internet using encryption protocols.
4. Recipient receives the fax: If the recipient has a cloud fax service, they receive it digitally. If they use a traditional fax machine, the document prints just like a normal fax.
5. Get confirmation: A delivery confirmation ensures the fax was successfully sent.

The Key Advantages of Cloud-Based Faxing

Cloud-based faxing offers significant advantages over traditional faxing. Here’s why businesses are making the switch:

1. Eliminates hardware and maintenance costs

No more spending money on fax machines, fax boards, dedicated phone lines, paper, or toner. Cloud faxing requires nothing more than an internet connection and a subscription to a service provider.

2. Enhanced security and compliance

Unlike email, which is vulnerable to phishing and interception, cloud faxing provides encrypted, legally compliant document transmission. This is especially crucial in industries like healthcare, law, and finance where data privacy is a priority.

3. Improved accessibility and convenience?

With cloud faxing, employees can send and receive faxes from anywhere - whether they’re in the office, working remotely, or traveling. Documents can be accessed via email, apps, or web portals, making faxing as easy as sending an email.

4. Scalability for growing businesses

Need more faxing capacity? Cloud faxing solutions scale with your business, whether you need to send 10 faxes a month or thousands.

5. Integration with existing systems

Cloud faxing solutions can link with your customer relationship management (CRM) software, document management systems, and other essential applications. This integration can optimize workflows, allowing for a more efficient handling of documents and communications.

6. Environmentally friendly

Say goodbye to piles of paper and wasted toner. Cloud faxing reduces paper use, helping businesses contribute to sustainability efforts.

Choosing Between Cloud Faxing Solutions

When selecting a cloud faxing solution, consider the following factors:

• Security & compliance: Ensure it is a secure cloud faxing provider who complies with industry regulations and offers encryption and secure access controls.
• Ease of use: Look for a solution with an intuitive interface and integration with existing software like Microsoft 365 or Google Drive.
• Scalability: Choose a provider that can grow with your business needs.
• Customer support: Reliable support is essential if any issues arise.

Final Thoughts on Cloud Faxing

While many businesses have moved to digital communication, faxing still holds a firm place in industries requiring secure and verifiable document transmission. Cloud faxing ensures that companies can meet compliance requirements, improve security, and enjoy the flexibility of sending and receiving faxes from anywhere. By embracing cloud faxing, businesses can ditch outdated machines, reduce paper waste, and scale their faxing needs according to growth. Cloud faxing takes an old technology and makes it new again, making it relevant and efficient for today's business environment.

Cloud faxing is one component of a comprehensive managed print program. Our team of experts can help you put together a comprehensive strategy for securely moving information through your organization. Contact us today to get started.