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Is It Time To Change From Analog Fax to Cloud Fax?

 

 

As years pass, technology continuously evolves. Changes to the devices that businesses use every day in the office can prompt a need for switching over to a new device or system. The consequent transitional period of such situations can often be clunky but bring great benefits in the long run. A current major transitional period that will greatly affect numerous businesses and organizations in the near future concerns the POTS (Plain Old Telephone Service) Copper Lines that are used for Analog Faxing. 

According to an announcement made by the FCC, traditional analog copper POTS (Plain Old Telephone Service) lines will begin being phased out by August 2022. These old copper-based lines that support the current ecosystem of faxing will see a huge increase in costs, causing increased costs in maintaining the current fax lines. Now is the best time to change over to an E-Faxing solution, and here’s why.

What Is Analog Fax?

The current definition of a fax is: an image of a document made by electronic scanning and transmitted as data by telecommunication links. Analog Faxes specifically use a phone line to send or receive one fax at a time to one location. In other words, Analog Faxing requires the use of both a fax machine and a dedicated phone line to send faxes. 

Do Businesses Still Use Analog Fax?

Some businesses that have already switched over might wonder if others still use Analog Faxing. Short answer? Yes. There are numerous businesses and organizations that still utilize Analog Faxing. In fact, Healthcare, Legal, Government, and some similar fields still utilize it on a large scale. 

Why Would a Business Still Use Analog Fax?

There are a few reasons why these businesses or organizations might have chosen not to make the transition to E-Faxing.

  1. “Network Effect” - The so-called “Network Effect” is one of the biggest reasons why many have chosen to keep the old Analog Fax method. Network Effect  refers to the phenomenon of continuing with a certain product or technology because others are still using it. 
  2. Isolation from the Internet - Some organizations choose to keep using Analog Fax due to their concern for security issues of having anything connected to the internet. Even then, these faxes separated from the internet still have a possibility of interception. 
  3. Familiarity - Many choose to keep Analog Fax simply because it is what they are accustomed to.

What Is Cloud Faxing (E-Faxing)?

As opposed to using an analog phone line like Analog Faxing does, Cloud Faxing, otherwise called E-Faxing or Digital Faxing, sends faxes by use of a secure email program or web portal. Cloud Faxing allows faxes to be sent electronically without extra hassle. 

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The Pros Of Analog Faxing

  1. Security - Ability to send a fax detached from the internet, leading to a secure form of document transfer by removing the possibility of internet-based interference. 
  2. Return Confirmations - Stability of return receipts when the recipient receives the fax 

The Cons Of Analog Faxing

  1. Extra Costs and Fees - A device with dedicated fax capability can have a large associated cost on top of the cost of the phone line. A fax attachment to your copier would be required, increasing the cost of your device. In addition the cost of the designated phone line can add a hefty sum, long distance charges also add potential unforeseen costs.

The Pros Of Cloud Faxing

  1. Security - Cloud Faxing services utilize strong inbuilt security protection in their email or web portal programs. As an example, eGoldFax, a reputable cloud faxing service, utilizes TLS 1.2 encryption to maximize security. This encryption allows for secure transfer of information across the network. Thanks to a PCI-DSS certification that requires a high standard of security, eGoldFax and similar cloud faxing services can help businesses such as healthcare meet the stringent requirements of HIPAA, PCI, GDPR, or FERPA compliance. 
  2. Cost Savings - No extra fax attachment or phone line is required on your copier.
  3. Efficient Workflow - Thanks to the streamlined approach unique to Cloud Faxing, many of the extra steps required for Analog Faxing can be skipped. Instead, employees using a Cloud Fax solution can send faxes directly from their computer, laptop or other device using an email client.

The Cons Of Cloud Faxing

Overall, it is hard to nitpick any issues with Cloud Faxing due to how inexpensive it is and how it helps speed up the workflow in your office.  

Should You Switch to Cloud Faxing?

If your business or organization has yet to make the transition to E-Faxing, now is the best time to make the change. The recent developments concerning the traditional copper lines have almost necessitated the need to make a change.

When making the transition to E-Faxing, GoldFax is a solid choice. Their service utilizes strong encryption and advanced technology to provide a secure and dependable E-Faxing application. The service is easy to use and can seamlessly transition into any workplace. 

The Final Say: eFaxing Is the Future of Faxing

American Office Solutions can help your business make the transition from Analog Faxing to eFaxing. We partner with eGoldFax to provide secure and reliable Cloud Faxing solutions to clients. Contact us at 800-346-6920 for more details concerning your faxing options. Contact us for a conversation regarding your faxing options.

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Brad McEldowney

Written by Brad McEldowney

AOS has been providing a culture of care since 1969. I have the privilege of following in the footsteps of my father and grandfather in serving as the third generation of ownership for our company. We sell and service office equipment, software and technology that helps your business or organization run smoothly. We are nationally recognized for the level of service we provide our clients and have seen consistent growth as a result.