Fax Machine’s Risks Compelling the Switch to Online Faxing

Companies around the World have used analog faxing over the decades, and it has proved to be a reliable mode of communication. However, most companies are switching to online faxing for convenience and security of information with the internet revolution. This is because virtual faxing is a necessity for companies as it has advanced features that guarantee safety.

Online faxing provides a more straightforward and uncomplicated way of receiving fax , for example through Google fax online. Even though Google does not offer fax services, third-party companies provide the service by linking your online fax number with your Gmail account. This allows you to receive fax encrypted for security in your mail.

Here are some of the risks of faxing machine that make it necessary to switch to online faxing:

Late Information Delivery

online faxing aloow instant messageA fax machine is not mobile, and hence if your recipient is not present to receive the fax or there are too many documents coming through, there is a risk of mixing up or failure to receive everything. For instance, your boss or partner is waiting for a particular financial report, and other office users are using the machine, it may get jammed, or there may be a mix-up. This may land you in trouble with your boss or business partner or cause you to lose a big business deal. However, online faxing delivers message in time always.

Leaking Sensitive Information

A fax machine requires the recipient to be on standby to receive it. If the recipient is not there or has left the room for a few minutes, someone may go through the information or even steal the documents if they have other motives.

Every organization faces security threats from billing information, personal information, doctors’ notes, or prescription or security numbers. As a sender or receiver of the fax is responsible for the documents’ safety, you never know how a third party may misuse the information received.


Most analog fax machines are not compliant with the measures that are required to secure information. Fax machines have no encryption and keep the sent copies in their storage, both received and sent. They are automatically saved in the devices’ hide drive and are deleted when overwritten by a new document.

This not only poses a significant risk but also expose your data to possible loss. However, when using Gmail faxing, your documents are encrypted and saved in your inbox, thus protecting it from any loss, or misuse. Besides, in most companies, several users share the fax machines, and this poses a high risk that is not worth it.



Faxing 101: Online Faxing and Its Origin

Communication certainly has come a long way. Various ways and machines had been invented for people to communicate properly, whether formally or informally. One of the known ways people communicate is through a fax machine.

How It All Started

Dated back in 1843, a Scottish inventor named Alexander Bain had an idea of using some elements from his previous invention of electric clock and incorporate it in creating a fax. To scan a message line-by-line, he utilized the synchronization of two pendulums. Although the quality of the image wasn’t as sharp as today’s scanners, he still secured his invention on the 27th of May.

Nevertheless, it was the beginning of a great invention. Because of his one of a kind creation, several inventors, like Frederick Bakewell and Giovanni Caselli, became inspired by his work and decided to improve it. Frederick Bakewell developed Bain’s invention through the use of rotating cylinders in replacement of the pendulums. This then produced a higher image quality than of Bain’s.

Subsequently, Caselli further developed the Pantelegraph, which is a combination of Pantograph and Telegraph. As the words imply, it can copy words and images and transfer the message through wires. This Pantelegraph was further improved through adequate financing and help from other inventors.

Introduction to Internet Faxing

In the year 1985, a major leap happened in linking computers and faxing. Hank Magnuski of GammaLink created the first computer-based fax board. This is a significant step in giving birth to email faxing.

Just like any other email, computer faxes get spam messages too; nevertheless, this event made sending documents a lot easier. From that day forward, people have resorted to using internet fax services and getting rid of their fax machines.

Online Faxing vs Traditional Faxing (With Machine)

Although some people remain bewildered on why people still use fax machines in the office, these machines have proven that it can be useful in offices to send messages while maintaining confidentiality. Nowadays, there’s no doubt that online faxing has brought numerous advantages compared to using fax machines.

Online faxing has eliminated the use of huge machines that are, admittedly, prone to paper jams and errors. These minor inconveniences can cause delays and eventually just waste your time. Although online faxing has been around for a couple of years now, people are only realizing its benefits and convenience due to the fact that smartphones and the internet is accessible almost anywhere, anytime.

computer's keyboard

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