Fax to Fax: how to send documents safely
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- Fax to Fax: how to send documents safely
Author: Gtphone
Date: 02/03/2025
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Business communications are under the control of emails and instant messaging, but the fax to fax is relevant to any business that handles sensitive information.
But why do I need a fax in the digital communication age? It is that, the fax offers a level of security and legal validity that other tools cannot match.
A report of BBC World points out that, in countries such as Japan, Germany and the United States, the use of fax is as common as sending emails. Even Japanese technology Sony sends faxes constantly.
We don't mean to tell you to dust the office's old fax phone, but you do use it through new technologies, because Virtual Fax will help you improve efficiency and security in your communications.
You want to know what the Virtual Fax is, how is it used? Read to the end!, because we prepare a guide with everything you need to know to be at the forefront of technology and make the most of this tool.
Table of Contents
What is fax to fax?
Fax to fax is sending digital documents through online fax services, ensuring safe and unaltered transmission. It is used in sectors such as legal, health and finance to protect sensitive data.
How does Virtual Fax work?
The process is very simple:
- Prepare your document in digital file.
- Send it through the online fax service.
- The transmission is done safely to the recipient.
- Reception and confirmation. The destination fax receives and stores the document without modification.
Is the fax still relevant? Key uses in today's business world
The fax remains important in the digital age due to its security and legal validity. Fax to fax is perceived as a safer method than e-mail for transmitting sensitive information, because it is less susceptible to interception and handling.
According to a study ofGlobal Growth InsightsBy 2032, the market for cloud faxes can exceed $2 billion. This is because today companies prioritize data security and want to modernise their communications.
In addition, the fax has legal validity in many countries, including Spain. A fax sent and received correctly is considered a documentary evidence in case of disputes or disputes.
For some sectors the use of fax via the Internet is essential, let's see what it is!
- Legal: is essential for sending documents containing sensitive information, such as contracts, agreements and judicial documents.
- Health: It's the best way to send medical stories, reprimand and authorizations.
- Financial:: in the finance sector, the fax is made the safe sending of requests for loans, transfers and other bank documents.
- Government: is the most feasible way for the State to process official forms, licences and permits.
- Real estate: purchase offers, lease contracts and property titles are more safely transmitted via the fax.
Traditional Fax vs. Online Fax: What is the best option for your business?
The online fax allows you to send and receive paper-free documents, eliminating hardware costs and maintenance.
But, How to choose between the traditional fax and the Virtual Fax? Each has advantages and disadvantages, we explain to you below:
Advantages and disadvantages of traditional fax: costs, maintenance and availability
Think of the traditional fax as a classic car: it has its charm and functionality, but it requires more attention and care than a modern model.
Advantages
- You have total control over the shipping process.
- It is ideal for those who prefer the tangible.
Disadvantages
- It requires an exclusive telephone line for the use of the fax.
- You have to keep the team, buy paper and toner.
- You can only send and receive faxes when you're in the office.
- The shipment can be slow, especially with long documents.
Online Fax: Easy, fast and saving
If the traditional fax is like a classic car, the online fax is the latest generation electric vehicle: efficient, connected and adapted to the current life rate.
Advantages
- Eliminates hardware, paper and maintenance costs.
- Send and receive faxes from any device with Internet connection.
- Rapidity: The shipment is almost instant.
- Mobility: Access your faxes from anywhere.
- The faxes are stored in digital format to facilitate their search and management.
Save time and costs with Virtual Fax. Start today!
Disadvantages
- It depends on a service provider.
- It requires internet connection.
How to send fax to fax as a professional: guide + tricks
To send a fax is simple, but there are details that make the difference between a successful shipment and one that ends up in the recipient's bin. Follow these steps and tips for your document to reach its destination in a clear, legible and professional way:
Prepare the document
Make sure your document is in a compatible format. For online fax, PDF is usually used. It also checks that the text is clear and readable.
Tips for your document to look professional
- Use a standard source, such as Arial or Times New Roman and a legible font size, 12 points is ideal.
- Make sure the document is clear and uncut.
- Avoid abbreviations or jargon that the consignee cannot understand.
Send through an online fax service: tutorial
- upload the document in PDF or image.
- Enter the destination fax number.
- Click "Send" and receive confirmation in your email.
Tricks to make the most of fax to fax
To know how to use technology makes life easier and fax to fax It's one of those tools that makes your business communications more effective. To make the most of them, follow these tricks:
- Use a mobile application: Many online fax services offer mobile applications that allow you to send and receive faxes directly from your mobile phone.
- Try it with other tools: GTPphone Virtual Fax is integrated with other applications you already use, such as Google Drive, Dropbox or Microsoft Outlook.
- Program your shipments: If you need to send a fax at a specific time, for example, outside working hours, you can schedule the shipment.
- Use the electronic signature:add your electronic signature to the documents before sending them, so you speed up the process of signing contracts and other documents.
- Consider safety: when choosing an online fax provider, make sure that you offer data encryption and comply with privacy regulations relevant to your sector.
Fax security: why it is more reliable than email for sensitive documents
The fax remains the preferred method for sending sensitive documents due to its closed circuit nature.
Unlike the email, which travels through multiple servers and can be intercepted, the fax is transmitted directly from one device to another via the telephone line or via aVirtual PBX.
Now, we explain in detail the security systems that fax uses in the cloud:
Encryption and safety protocols
The online fax service uses encryption protocols such as Transport Layer Security (TLS) or Secure Sockets Layer (SSL) to protect information during transmission.
These protocols encode the data, making them illegible for anyone who tries to intercept them. It's similar to putting your document in a sealed envelope before sending it.
User Authentication
To access your online fax account, you need a user name and a secure password. You can request two-factor authentication (2FA), which adds an additional security layer, for example, a code sent to your mobile phone.
Safe storage
The faxes received and sent are stored on secure servers, protected by firewalls and intrusion detection systems.
Access control
You can control who has access to your faxes within the online fax platform.
Is Virtual Fax more reliable than email?
The fax to fax offers a higher level of security than standard email for sending sensitive documents.
The traditional fax benefits from the closed circuit nature of the telephone line, while the online fax adds digital security layers such as encryption and compliance.
Frequently asked questions about fax via Internet
The online fax simplifies the sending and receipt of documents, but even knowing their advantages it is natural that you have questions about how it works and whether it is suitable for your business. Here we answer the most common questions:
Do I need a phone line to use the fax over the Internet?
No. That's one of the greatest advantages. The Virtual Fax only needs an Internet connection.
Can I send faxes to traditional fax machines?
Yeah, absolutely. The Internet fax is compatible with traditional fax machines.
How do I get faxes with the fax online?
The faxes they send you will reach your email address as attached files, usually in PDF format.
How much is the fax online?
Prices vary according to the supplier and the plan you choose. There are usually monthly or annual plans with a certain number of pages included.
Can I send international faxes?
Yes, most online fax services allow you to send faxes to international numbers.
Send documents more simply and more safely!
Fax to fax is a relevant tool in the business sector thanks to its security and legal validity.
Today, online fax services integrate new technologies, such as artificial intelligence, to improve document management and robust security protocols.
Are you ready to optimize the sending of documents in your company? Contact us for more information about the online fax!
Before we say goodbye, we invite you to read more of our content and discover theKeys to choose the Virtual PBX IP for your company.
Author of this article: Gtphone. All rights reserved.
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