Do You Still Need a Fax Machine? 5 Reasons Offices Still Fax

Businesses still fax because many of the organizations they deal with still send and accept faxes, and because fax is simple, direct and familiar. For a lot of offices, a fax line is less a preference than a requirement set by the people on the other end.

A fax machine is a device that scans a paper document, sends it as an image over a telephone line, and prints it on the receiving machine. The technology is decades old, which is exactly why it is so widely supported. Almost every hospital, law office, insurer and government agency has a fax number, and many still list it as an accepted way to submit paperwork. You can read more about how the technology developed on Wikipedia's fax article.

Email and online portals have taken over much everyday communication, but they have not fully replaced fax. Below are the five reasons offices keep a fax option in place.

The five main reasons are industry practice, signed paperwork, direct delivery, simplicity and transmission records. If even one of these applies to your daily work, a fax option is worth keeping.

1. Industry practice. Healthcare providers, pharmacies, law firms, insurers, mortgage and title companies, and many government offices routinely exchange documents by fax. If your clients or partners work in these fields, they may simply ask you to fax.
2. Signed paperwork. Many organizations accept a faxed copy of a signed form, contract or authorization. That makes fax a quick way to return paperwork without scanning, saving and attaching files.
3. Direct delivery. A fax goes from your machine to a specific number. It does not depend on an email address being typed correctly, a mailbox having space, or a spam filter letting it through.
4. Simplicity. Sending a fax needs no logins, passwords, file formats or software updates. Staff place the pages in the feeder, dial and press start, which makes it easy for anyone in the office.
5. Transmission records. Fax machines can print a confirmation report showing the date, time, number dialed and result. Many offices keep these reports with the original as evidence that a document was sent.

A sixth, practical bonus: a traditional fax line keeps working when your internet connection goes down, so urgent documents can still go out.

Fax is the most direct and universally accepted option, email is the most flexible, and online fax services sit in between. Many offices use more than one, depending on who they are sending to.

Online fax (sometimes called internet fax or fax-over-IP) is a service that sends and receives faxes through the internet, usually delivering incoming faxes to an inbox or web portal as image files. It removes the need for a phone line and paper, but adds another account and relies on your internet connection.

If your partners insist on fax and you value a physical record, a machine is the most straightforward route. If you rarely fax and are always online, an online service may be enough.

Many offices end up with a hybrid setup: a fax-capable machine for incoming paperwork and confirmations, plus email or a portal for everything else. The point is not to choose one channel forever, but to make sure you can reply in whatever format the other side expects without scrambling to find a way.

Choose a standalone fax if faxing is a separate, occasional task; choose a multifunction machine with fax if you also print, copy and scan and want one device to do it all. The right answer depends on your volume and the space you have.

A multifunction printer (MFP) is a single device that combines printing, copying, scanning and often faxing. Wikipedia's multifunction printer article gives a good overview of how these machines evolved.

• Dedicated fax machines keep faxing separate, are easy to place near a reception desk, and stay available even when the main printer is busy.
• Multifunction printers suit small offices that want fax alongside everyday printing and scanning in a compact footprint.
• Multifunction copiers suit busier shared environments where fax is one of many jobs handled by a larger machine.

On some copiers, fax is an optional add-on rather than standard, so always confirm it is included before you buy. Our guide to the MFP printer versus the MFP copier explains how the two categories differ.

Faxing avoids some email risks, but it is not automatically secure. The biggest exposure is usually physical: a confidential fax sitting in an open output tray where anyone can pick it up.

Fax transmissions go point to point, which removes risks such as a forwarded email or a mistyped address reaching the wrong person. However, a misdialed number can still send a document to the wrong place, and many machines store received pages or address books in memory.

• Place the machine in a supervised area, not a busy hallway.
• Use a cover sheet with a confidentiality notice for sensitive documents.
• Program frequently used numbers to reduce misdialing.
• Use memory receive or PIN release features where the machine supports them.
• Shred unwanted fax pages with an office shredder rather than tossing them in the bin.

Healthcare offices should follow the HHS HIPAA guidance for handling protected health information. For broader device risks, read our guide to security threats a copier poses to your business.

Look for the features that match how often you fax and what you send. A small office sending a few pages a week needs far less than a busy medical or legal office.

Key features to compare

• Automatic document feeder (ADF): lets you send multi-page documents without feeding sheets one at a time.
• Memory: stores incoming faxes if the machine runs out of paper or toner, so pages are not lost.
• Speed dial and address book: saves time and reduces misdialed numbers.
• Print technology: plain-paper laser fax machines produce durable output, while inkjet models can suit lighter use.
• Paper capacity: a larger tray means fewer refills on busy days.
• Extra functions: some machines also copy, print or scan, which may remove the need for a separate device.

Think about how many people will use the machine, too. A fax shared by a whole front office benefits from a sturdier build, a larger paper tray and a bigger address book than one used by a single person. If incoming faxes often run to many pages, prioritize memory and paper capacity over extra features you will rarely touch.

Also budget for supplies. Laser fax machines use toner and sometimes a separate drum, available in our toner and drum collection.

Setting up fax takes a few practical decisions: which device, which line and who is responsible. Work through these steps in order.

1. List who you fax. Note which clients, partners or agencies require or prefer fax, and roughly how many pages you send and receive each week.
2. Check your phone line. A traditional fax machine needs an analog phone line. Some digital phone systems need an adapter or specific settings, so ask your phone provider.
3. Choose the device. Pick a standalone fax for occasional use or a multifunction machine if you also need printing, copying and scanning.
4. Pick a secure location. Place the machine where incoming pages can be supervised.
5. Configure the basics. Set the date, time, fax header with your business name and number, and speed dials for frequent contacts.
6. Turn on confirmation reports. Set the machine to print or store a report after each transmission.
7. Stock supplies. Keep spare paper and toner on hand so incoming faxes are never missed.
8. Train your team. Show staff how to send, check confirmations and handle confidential pages.

CopyFaxes has supplied office equipment since 2002, and our team can help you compare standalone fax machines with multifunction options based on how much you fax and what else you need. Try the machine finder to narrow the choices, or contact our team with your monthly volume and we will help you find a sensible fit.