digital fax

Running a business, regardless of the scale, size, and industry, is no small feat. In order to stay ahead of the competition and retain customer loyalty and in turn increase sales and profit, you constantly have to look for ways to improve and optimize your process.

Contrary to popular belief, these said improvements do not necessarily have to be big and expensive investments. As a matter of fact, there are surely a lot of ways to innovate your business process that will surely not break the bank.

One of the great and cost-effective ways to optimize your business in terms of communication, more specifically document sharing, is through digital fax. But you might stop and think, Isn’t faxing an old technology? Yes, it has been around for decades, but recent technological advances have breathed it a new life that you can use to your advantage.

Before we dive deep into how this old but reliable technology can help you streamline your business, let’s first take a look at how fax services started:

The History and Evolution of Faxing

What is digital fax?

How is digital fax different from the traditional faxing method?

How to send a digital fax?

What are the advantages of digital fax over the traditional one?

The Rise of Digital Fax

What’s the future for digital fax services?

The History and Evolution of Faxing

In 1843, Scottish mechanic and inventor Alexander Bain, who was already known as the inventor of the digital clock, introduced the first-ever fax machine. Using the same technology as to how he developed his first invention, Brain scanned and transferred a document using a line-by-line basis.

Although the image sent at that time was not as excellent quality as these days’ digital fax, the device was already way ahead of its time. And it did not take long before other investors developed their own variations of the machine. Several versions of the fax machines were then developed, each offering more and more advanced features than the other.

Many decades later after Alexander Bain patented his invention, fax machines started to feature developments like the ability to send clearer images, the ability to send a fax over radio signals, and finally, the ability to scan and transmit 3D data.

Since its inception, fax machines drastically evolved and improved over the years. In 1964, the company Xerox introduced its first commercial fax machine. Their innovation meant that the machine could now be connected to telephone lines and could transmit documents in just 6 minutes.

Xerox’s launch also set a precedence for sending and receiving faxes. They are also the first company to have made the fax service more accessible for businesses and companies.

Two decades after Xerox’s innovation, Hank Magnuski created the first computer-based fax board. This completely changed the game for fax machines, and eventually, they became the preferred transmission medium in businesses.

But at that time in the 1980s when faxes really experienced a dramatic rise in popularity, a single fax machine can still cost businesses at least $20,000. These days fax machines have gotten relatively cheaper. You may now purchase a machine for as low as $100. And if you fancy splurging a little, you can buy a device that’s already multi-functional.

But do you still need to buy a fax machine? You’ll find out.

Nowadays, there’s an advent in new technological advancements. Several messaging platforms have been created and developed. Emails became widely used. However, that is not to say faxing no longer has its use.

With the recent development of digital fax, you should not count this transmitting method out of the game just yet.

digital fax

What is digital fax? 

If you are thinking of ways to optimize your business, especially in terms of content and document sharing, digital fax service is the best way to go. As the name suggests, digital fax means electronically sending and receiving files or documents using the internet instead of using a standard fax machine.

Everything is in digital form.

How is digital fax different from the traditional faxing method?

Gone are the days when you need to invest in a bulky piece of fax machine to transmit files and documents to your clients. With this latest faxing technology, you can now use your trusted mobile phone or computer to do the job! These devices are now what you can consider your digital fax machine.

A digital fax service also allows you to have multiple fax numbers without requiring additional machines or equipment. This means you can assign one fax number to one employee if you like.

How to send a digital fax?

Sending digital fax is not as complicated as you might think. Unlike the traditional way, you don’t need to fuss about the machine or the paper or any of its other components. As previously mentioned, your digital fax machine now is your smartphones, tablets, or computers.

Luckily, there are digital fax service providers in the market these days that created a very simple faxing process. iFax, for example, is the first-ever company to develop a fax app. There are over five million satisfied users, which is the ultimate testament to how quick and easy it is to use their products and services.

As far as the inner workings are concerned, there are two different ways you can send and receive a digital fax.

The first one is ideal if your intended recipient still uses the good old fax machine. How it works is you scan your document using your device, and once that’s done, you can send it. The transmittal would first travel through the internet and onto the phone line of your recipient. Once that signal is received by their fax machines, they should be able to receive the documents seamlessly.

The second one has a slightly different approach. Similar to the first method, it starts when you scan and send the files from your computer or mobile phone. The files are then transmitted through the internet and go to the email address of your recipient. This method offers far more ease and convenience in terms of access.

Both of these methods make digital fax service worth your money.

What are the advantages of digital fax over the traditional one?

Now that we have answered your question on how to send a digital fax, let’s discuss its benefits and how it can help you with optimizing your business processes.

  • Cost

As a business owner, one of the main things you have to consider when incorporating new innovations into your organization is the costs involved. Of course, you would want to make sure that you will get what you paid for to make it worth your investment.

With a digital fax service, you don’t have to spend a hefty amount of money buying a machine. Again, everything can be done using your computers or phones. Aside from that, you’ll be able to save money on buying papers and ink cartridges as these supplies are no longer needed.

More importantly, finding the right partner that can offer you a cost-effective digital faxing service provider is quite easy. iFax is right at your disposal in providing you with a seamless faxing service at an absolute bargain. 

  • Convenience

Transmitting files and documents has never been easier. Online fax providers like iFax feature a user-friendly interface that makes faxing hassle-free and accessible. You can download their app today and see for yourself how easy and responsive their services are.

Another advantage of digital fax is the total turnaround time. Back in the 1960s with Xerox’s faxing innovation, it took around 6 minutes to completely send and receive any files and documents, which isn’t even that long. Now it only takes less than 90 seconds (maybe even less) to transmit files.

You’re no longer hooked to a machine, so it doesn’t matter where you are in the world. With just a touch of a button, you can access any outgoing or incoming faxes.

  • Enhanced security

You might be wondering how fax was able to stay relevant after all these years. Two words: enhanced security. It’s gotten even better now with digital fax.

This sets faxing apart from emails and other newer messaging platforms. Since faxes feature end-to-end encryption, there is less chance of your data being stolen or hacked. Emails are more susceptible to these threats as every message sent from there goes through a series of networks and servers.

Digital fax service comes in quite handy especially if you transmit documents containing sensitive and confidential information regularly.

This being said, faxes are considered legally binding and can be used as evidence in the court of law in cases of lawsuits and disputes. The same cannot be said for emails as they are still not admissible in court. 

iFax not only boasts a very secure digital fax service, but they are also HIPAA compliant.

  • Improved document management

Since all your files and documents are converted into digital format, online faxing makes it easier to manage your documents. Think of all the space you can free up now that everything can be stored in your new-age digital fax machines such as your mobile devices and computers. With digital fax, say goodbye to clutter!

Likewise, finding specific fax file has gotten easier. Instead of having to manually go through your paperwork, you just have to input the file name and your device will pull it out for you.

The Rise of Digital Fax

It has been over a hundred years since the very first fax machine was invented. Since then, other technologies like the internet and emails have taken over the world by storm. Despite all these other innovations, faxing remains one of the most reliable methods for transmitting documents.

While it experienced a dramatic dip in terms of usage in the early 2000s, in recent years, digital fax service has yet again gained momentum especially in industries like healthcare and legal. 

Recent research conducted by IDG MarketPulse revealed that a vast majority of people working in the healthcare industry went from asking how to send a digital fax to heavily relying on it in terms of document sharing. 

According to the survey, from 2017 to 2019, there was a significant increase in growth for digital fax. Today, it’s completely taken over the traditional faxing method that involves fax machines and printing papers.

By the looks of it, digital fax services will continue to soar in the next few years. Over 86% of the respondents of the survey said that they are quite positive that more and more people would get on board with this new-age faxing technology.

Needless to say, faxing is one of the most integral parts of communication tools among businesses and industries. There’s just simply no other modes available that can replace its relevance.

 What’s the future for digital fax services?

The history of fax is rich and colorful, and it’s still being written. While it’s had its share of low times where it seemed to have lost all its glory, it’s proven to have risen from the ashes. It’s proven to be a resilient tool that can stand against the test of time. This should give you an idea of what’s to come.

What do you think the digital fax machine would look like in the next couple of years? How do you think it would fare among other technological advancements?

The study conducted by MarketPulse highlighted a few pointers that can certainly use some improvement. Since digital fax service is widely utilized by the legal and healthcare industries mainly for its safety and security measures, a lot of people want a more robust improvement on this front to completely eliminate the risk of data breach and theft.

A lot of users are also urging a more automated process to make the whole faxing experience more seamless and convenient. They are also looking forward to new developments that make digital fax services more user-friendly than they currently are. Of course, they also want a cheaper price tag for these services.

So you see, if you are looking for an effective and cost-efficient way to optimize your business, consider taking advantage of various digital faxing services.

For this, check out iFax and the wide range of online faxing services they have in store for you and your business at a bargain price. Start your 7-day free trial today and experience all these awesome advantages!