online faxing for hr documents

Advantages of Online Faxing for HR Documents

Human Resources (HR) is one of the busiest departments in every organization. They handle everything from benefits administration to fixing employment issues and resolving disputes. This makes being an HR professional such taxing work, with many documents and processes to oversee.

Fortunately, online faxing has gained traction and is now one of the go-tos of businesses when sending and receiving documents. With its tremendous convenience, HR specialists can primarily benefit from the use of online faxing for HR documents.

In this blog, let us learn about the various advantages of online fax for human resources processes.

Introduction to Online Faxing in HR

A fax machine may be perceived as outdated technology by some. But companies in the legal and medical fields still prefer using machinery to send and receive faxes. At the same time, many businesses feel the need to shift to online faxing for a manifold of good reasons.

Online faxing is the electronic equivalent of sending and receiving faxes using a physical fax machine. Moreover, it is a paperless, internet-based technology used by many HR professionals to improve the way they perform their duties.

Online faxing helps streamline the handling of crucial HR documents for recruitment, employee onboarding, and other HR processes.

Advantages of Online Faxing in Human Resources Processes

Both present and future online fax users benefit from the following advantages, particularly in human resources processes:

Accessibility and Convenience

There will always be a time when a colleague or a client needs a document sent to them immediately. This necessitates HR professionals to be constantly available and accessible during their working hours. With the benefit of online faxing, hiring managers can sit back, relax, and let the paperless tool do wonders.

One major concern with traditional faxing is that you can only send and receive documents where the machine is located. With online faxing, HR professionals get to benefit from location independence. Whether working from home or at a coffee shop with your laptop, you can still send documents online.

Hence, an internet fax service for HR processes is tremendously convenient and accessible. Whether it’s to send a fax online to HR department or vice versa, internet faxing is a beneficial tool for professionals.

Enhanced Security

When sending HR documents online, security is of the utmost importance. Fortunately, an internet fax service for HR processes offers enhanced security features to help protect every employee’s information. For example, many internet fax service providers offer end-to-end encryption to help ensure that every piece of data is safe from interception.

In addition, online fax services offer password protection to help prevent unauthorized access to your documents. This is an indispensable feature for HR documents that contain sensitive information. By taking advantage of these security features, your HR documents are thoroughly safe and secure.

Cost Savings

HR departments deal with a high volume of paperwork regularly. Money spent on paper alone can adversely affect the cash flow of every business. Aside from the costs of paper reams, traditional faxing also incurs expenses for ink cartridges and the printing of documents.

With online faxing, HR professionals can help significantly minimize company expenses by utilizing an internet fax service for HR processes. On top of that, online faxing solutions are flexible and scalable. This means you can choose a pay-per-fax setup to further save on costs.

But as your business needs continue to expand, you can avail of premium plans to experience unlimited online faxing services.


Going green is a shared goal among every organization worldwide. A lot of businesses do their fair share of environmental initiatives by doing activities like tree planting. While these are worthy contributions, going green should start with the way companies run their businesses.

Having said that, shifting to online faxing is the obvious eco-friendly choice over its traditional means. There will be no more papers, need for inks, and a physical machine. Your office will also be clutter-free because online faxing will eliminate the need for physical storage. Your faxes can be kept virtually in cloud-based storage.

Digital Signatures

The upside of online faxing is that it offers various features to make workflow management a breeze. One of the best integral features of online faxing for human resources is using digital signatures to sign documents electronically.

As mentioned, HR is one of the busiest departments in every company of all sizes. Aside from sending documents effortlessly online, online faxes allow individuals to sign documents electronically. After all, digital signatures are just as legally binding and compliant with international laws as its traditional counterparts.

With online faxing, HR specialists can say goodbye to the hassle of requiring manual signatures! This will streamline various HR processes and help HR teams finish their management tasks ahead of time.

Legal Compliance

HR professionals often bear the brunt of having to handle too much paperwork. Aside from this, they carry the weight of ensuring compliance with all laws and regulations governing employee relations. An HR professional could be held accountable in a data breach.

Legal compliance is one of the many prerequisites to running a business or organization. Any company that falls short of complying with laws may face charges, incarceration, and damage to the company’s image.

With online faxing, HR professionals don’t need to worry about compliance issues. Many online fax providers designed their software to be HIPAA- and GLBA-compliant. This makes online faxing not only convenient and dependable but also a safe and secure faxing online solution against future legal disputes.

Workflow Automation

For every business, time is of the essence. In today’s business landscape, every piece of technology that reduces human effort and improves workforce productivity becomes very important.

Automation services help many organizations eliminate various manual tasks. As a result, employees can abandon tedious administrative duties that can actually be automated. This will allow them to focus their time on the more important HR tasks.

With internet-based faxing, HR professionals can schedule ahead when the data transmissions will be sent. What is more, online faxing also allows the sending of documents in bulk. If you need to send a fax to multiple recipients, it can be done with just a few clicks.

Integration of Online Faxing With Different HR Software Tools

Most, if not all, HR teams rely not just on a single software to streamline their management processes. HR professionals deal with different processes that require automation—from recruitment, selection, onboarding, training, performance appraisals, benefits administration, and offboarding.

Some of the most highly utilized HR software include the following:

  • Applicant Tracking System (ATS)
  • Performance Management
  • Onboarding Automation
  • Human Resources Information System (HRIS)
  • Employee Engagement

Each of these software solutions could be integrated into online faxing, and vice versa. This means you can utilize all your software tools seamlessly together. Therefore, this will simplify document management processes among HR professionals like you.

Use iFax to Streamline your HR Documents and Processes

Online faxing is designed for professionals to lessen their management workload considerably. iFax is a top-notch online fax provider that will help achieve every HR professional’s goal of improved mobility and efficiency.

With iFax, you can send and receive documents online anytime, anywhere, from your computer or mobile device. iFax is also HIPAA– and GLBA-compliant, ensuring you and your clients the utmost security when it comes to data privacy.

Furthermore, any security breach attempts are met with superior security measures and end-to-end, military-grade encryption to guarantee data protection.

Track down your HR paperwork through digital fax. Make the most of using iFax by signing up for an account today.

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