Discover the evolution of faxing in the digital age and our guide on how eFaxing is transforming communication.

Understanding eFaxing: From Traditional to Digital

Faxing has long been a staple in business communication, but traditional methods that rely on bulky machines are becoming increasingly outdated. Many businesses continue to use physical fax machines under the assumption that they are the only legal way to send confidential documents. However, many are unaware of eFaxing—an electronic alternative that offers a simpler, more cost-effective, and legally compliant way to send faxes without sacrificing the security provided by traditional methods.

How eFaxing Works: A Step-by-Step Guide

eFaxing operates through an online platform or service that converts traditional fax signals into digital formats. Here's a step-by-step guide on how it works:

1. Sign Up for an eFax Service: 

The most effective way to implement eFaxing in your workplace is by working alongside a Managed Print Service (MPS). An MPS can evaluate your current print environment and deliver an integrated eFax solution tailored to your setup. This includes setting it up on the computers in your environment, and adding an application on your copier if you so choose.

Most Managed Print Service (MPS) providers work directly with eFax vendors, giving you access to exclusive pricing and bundled solutions not available elsewhere. This partnership means you get expert support, better rates, and the convenience of having all your copy, print, and fax services billed through a single provider. No more dealing with costs of your analog phone line, your network provider, fax machine vendor, or other third parties.

2. Send a Fax:

Once your Managed Print Provider sets up your eFaxing its quite simple after that. Simply upload the document you wish to fax through the eFax service's app. Enter the recipient's fax number and hit send. The service converts your document into a fax format and transmits it over the internet. The person will be able to receive the fax whether on a traditional analog fax line or on an efax of their own. Sent over with end-to-end encryption, eFax services like Goldfax complies with all major security including HIPAA/HITECH, FedRAMP,FERPA, GDPR, PCI DSS, SOC 1, 2, 3 and a lot more. [

3. Receive a Fax:

When someone sends you a fax—whether through a digital or traditional analog method—the eFax service receives it and converts it into a secure digital document. You can then view it directly on your computer, phone, or tablet. This eliminates the risk of sensitive documents being left on a physical fax machine for others to see.

The process is seamless and secure, allowing you to manage all your faxing needs from virtually anywhere with an internet connection.

Key Benefits of eFaxing Over Traditional Fax Methods

eFaxing offers numerous advantages over traditional faxing methods, making it the preferred choice for modern businesses. Here are some key benefits:

1. Cost Savings

eFaxing eliminates the need for physical fax machines, paper, ink, and dedicated phone lines. More importantly, the FCC has approved the nationwide phase-out of analog copper POTS (Plain Old Telephone Service) lines. As a result, the cost of maintaining these outdated copper-based lines is expected to rise significantly. This makes now the ideal time to transition to an eFax solution—saving money while modernizing your communications.

2. Convenience

With eFaxing, you can send and receive faxes from any device with internet access, including desktop and mobile devices. This provides unparalleled flexibility and convenience.

3. Security

Most eFax solutions are fully secure and compliant to all major security protocols. Cloud Faxing solutions such as eGoldFax are built on Microsoft Azures software ensuring compliance with: HIPAA/HITECH, FERPA, FedRAMP, PCI DSSLevel 1, GDPR, FIPS 140-2, ISO 27001/27018, SOC 1, 2, 3.

4. Environmentally Friendly

By reducing paper and ink usage, eFaxing supports environmental sustainability.

Choosing the Right eFax Solution for Your Business

Selecting the right solution is crucial for maximizing the benefits of faxing with this technology. Here are some factors to consider when choosing an eFax service:

1. Features

Look for a service that offers the features you need, such as mobile access, integration with existing software/hardware, and advanced security options.

2. Pricing

Compare pricing plans to find one that fits your budget while meeting your faxing requirements. Weigh the cost benefits between paying the eGoldFax subscription versus maintaining the service plan, the fax machine, and the traditional phone line. We have a full breakdown of costs you can find here!

3. Customer Support

Ensure that the provider offers reliable customer support to assist you with any issues or questions and has the team available to help train your company. 

4. User Experience

Choose a service with an intuitive interface that makes sending and receiving faxes easy.

Get your Office on Modern Technology

If you're looking at your fax machine like it's a VHS player or an old flip phone, you probably already know: it's time. The world has moved on and luckily, so can you.

At American Office Solutions (AOS), we make that transition easy. Whether you're ready to modernize your entire office environment (copiers, printers, and all) or just want to start with a secure, reliable eFaxing solution, we've got you covered. We’ll handle the setup, support, and even the training. Connect with us below and modernize your workspace.