Rumors abound concerning VoIP fax and T.38 protocol. However, don’t let these prevent you from considering more robust, secure fax options. With upgrades to the system, cloud fax services no longer have to bind themselves solely to T.38 fax protocol. Dropbox Fax is a suitable option for users who need to send faxes infrequently, offering a user-friendly interface and the ability to send faxes directly from cloud storage services like Dropbox.
A Primer on Analog Faxing with a Physical Fax Machine
First, faxing occurred over phone lines. The popularity of phone-based fax machines arose with their price drop in the late 1980s, making them accessible to most businesses. In only a few short years from the middle to the end of the decade, American businesses went from 300,000 to four million machines. The convenience of sending pages of information over a phone line would have its peak until the end of the next decade when internet-based email offered an alternative to faxing.
However, even today, many businesses still use fax machines to send data. Government, legal, health care, and finance are sectors that continue to use phone-based fax machines. These industries rely on paper documents for auditing. Additionally, many feel that analog faxing offers a more secure alternative to email. But phone-based faxing has its own issues, based in the rudimentary protocol it uses. Many online fax services allow users to port over an existing fax number, providing flexibility and convenience for businesses transitioning to digital faxing.
Traditional fax machines used T.30 protocol and public switched telephone networks (PSTN). As it did with voice calls, the analog phone system would send faxes as sounds. Fax machines on either end would translate the data into sounds for transmission and receipt. However, the data-transmitting sounds may not translate on the other end or disappear entirely during the process. The results were canceled faxes that the sender would need to retransmit.
While T.30 allowed for the basics of faxing to occur over PSTN, it did not always work as expected. Over time, improvements to T.30 allowed for clearer phone calls with less interference and background noise.
Upgrades to T.30 also helped faxing to reduce canceled documents through error correction mode (ECM). Through ECM, the two fax machines communicate at the end of each page transmission to ensure the receiving fax got all the information sent. If the machines detect missing data, the sending fax machine automatically retransmits the page. Only when the first page goes through flawlessly does the system allow the transmission of the next page. The users on either end do not have the hassle of manually redialing and sending a fax again.
While analog faxing remains a standard for many businesses that continue to use it, digital alternatives, such as VoIP fax exist.
Understanding Online Faxing
Definition of Online Faxing
Online faxing is the process of sending and receiving faxes over the internet, eliminating the need for a physical fax machine. This technology allows users to send and receive faxes using their computers, smartphones, or tablets, making it a convenient and efficient way to communicate. Unlike traditional faxing, which relies on phone lines and physical fax machines, online faxing leverages the power of the internet to streamline the process. This means you can receive faxes directly to your email or through a dedicated online fax service, ensuring you never miss an important document, no matter where you are.
Benefits of Online Faxing
Online faxing offers several benefits over traditional faxing methods. Some of the key advantages include:
Convenience: Online faxing allows users to send and receive faxes from anywhere, at any time, as long as they have an internet connection. This flexibility is particularly beneficial for remote workers and businesses with multiple locations. Additionally, using mobile apps and web interfaces, users can easily send a fax without a traditional fax machine.
Cost-effectiveness: By eliminating the need for a physical fax machine, toner, and paper, online faxing reduces costs and minimizes waste. This makes it an eco-friendly and budget-friendly option for businesses of all sizes.
Increased productivity: Online faxing automates the faxing process, allowing users to send and receive faxes quickly and efficiently. This can save valuable time and streamline workflows, especially for businesses that handle a high volume of faxes.
Enhanced security: Many online fax services offer advanced security features, such as encryption and secure servers, to protect sensitive information. This ensures that your confidential documents remain safe and secure during transmission.
How Online Faxing Works
Online faxing works by using a fax server to transmit faxes over the internet. Here’s a step-by-step explanation of the process:
A user creates a fax document using their computer or mobile device. This can be done using various file formats, including PDFs and Microsoft Office files.
The subject line and body text of an email become part of the fax cover page, ensuring that the recipient understands the origin and content of the faxed message.
The user uploads the document to an online fax service or uses a mobile app to send the fax. Most online fax services offer user-friendly interfaces and mobile apps to facilitate this process.
The online fax service converts the document into a fax format and transmits it to the recipient’s fax number. This ensures compatibility with traditional fax machines.
The recipient receives the fax and can view it online or print it out. This flexibility allows recipients to manage their faxes in a way that suits their needs.
T.38 Fax Protocol and Digital Faxing
With the rise of the internet, many things have converted to digital as well. Voice over internet protocol (VoIP) serves as an internet-based alternative to analog phone lines. As voice calls migrated to the internet, so, too did fax.
To accommodate the specific needs of fax transmissions, the internet needed a new protocol. The International Telecommunication Union (ITU) recommended T.38 as the method to send the fax data as pure information without converting it first into sounds. This protocol permits real-time fax transmissions between computers, without the need for phone lines or fax machines.
However, because T.38 fax protocol is not the only way to send digital faxes, it has several obstacles to its widespread adoption.
First, a major difference between T.38 and T.30 protocols is the use of ECM. While analog fax machines typically used ECM as a default, most systems that use T.38 fax protocol only have this as an option or completely lack it. The result of not having ECM with digital faxes present the same issues that early analog faxing faced: poor-quality images and canceled transmissions.
Next, the use of T.38 is far from universal. In fact, there are three main forms of internet-based faxing, which include the following:
Internet faxing between fax machines using T.37 protocol
VoIP faxing using G.711
Faxing between computers with T.38 protocol
What is T.38?
T.38 is a protocol used for transmitting faxes over the internet. It allows online fax services to communicate with traditional fax machines, enabling users to send and receive faxes between different devices. By using T.38, online fax services can bridge the gap between digital and analog faxing, ensuring that faxes are transmitted reliably and efficiently. This protocol is particularly important for businesses that need to maintain compatibility with existing fax infrastructure while taking advantage of the benefits of online faxing.
How T.38 Works
T.38 works by converting fax signals into digital data, which is then transmitted over the internet. Here’s a simplified explanation of the process:
A user sends a fax using an online fax service or mobile app. This can be done from a computer, smartphone, or tablet.
The online fax service converts the fax signal into digital data using T.38. This ensures that the data can be transmitted over the internet without loss of quality.
The digital data is transmitted over the internet to the recipient’s fax number. This process is fast and efficient, leveraging the speed of modern internet connections.
The recipient’s fax machine or online fax service receives the digital data and converts it back into a fax signal. This ensures compatibility with traditional fax machines.
The recipient can then view or print the fax. This flexibility allows recipients to manage their faxes in a way that suits their needs.
By using T.38, online fax services can ensure reliable and efficient transmission of faxes over the internet, making it a crucial component of online faxing technology. This protocol helps to overcome many of the challenges associated with traditional faxing, providing a modern solution for businesses and individuals alike.
Issues With Other Means of Online Faxing Over the Internet
Clearly, issues remain with other faxing methods. T.38 does not have universal adoption. Faxing with T.37 protocol requires both users to have fax machines. However, the one that appears most in discussions is VoIP fax.
VoIP faxing uses G.711, which is a method that delivers audio over the internet. As with T.30 and PSTN phone lines, this system does not have an optimization for transmitting raw data. G.711 uses Pulse Code Modulation (PCM) that converts data to sound for transmission, as T.30 did for analog faxes. It does not compress audio data. While this lack of compression allows for clearer phone calls, it requires high amounts of bandwidth and does not work well with faxing.
The VoIP fax stigma likely originates from the use of an inappropriate protocol for sending faxes. Using VoIP with G.711 works best for pure audio but can cause significant data loss due to the system’s innovations for clearer phone calls, such as echo reduction and silence suppression.
Choosing the Best Online Fax Services
When selecting an online fax service, there are several factors to consider to ensure you find the best fit for your needs. Here are some key considerations to keep in mind:
Factors to Consider When Selecting a Fax Service
Security and Compliance: If you’re in a regulated industry, such as healthcare, you’ll want to ensure the online fax service you choose is HIPAA-compliant. Look for services that offer robust security measures, such as encryption and secure servers, to protect sensitive information during transmission and storage.
Cost and Pricing: Online fax services can vary significantly in price, so it’s essential to consider your budget and the number of faxes you plan to send and receive each month. Look for services that offer flexible pricing plans and no hidden fees, ensuring you get the best value for your money.
User Experience: A user-friendly interface is crucial for a smooth online faxing experience. Look for services that offer intuitive web portals and mobile apps, as well as features like cover page templates and fax phone books, to streamline the faxing process.
Integration with Cloud Storage: If you use cloud storage services like Dropbox or Google Drive, look for online fax services that integrate with these platforms. This can make it easier to send and receive faxes directly from your cloud storage accounts, enhancing convenience and efficiency.
Mobile App: If you plan to send and receive faxes on-the-go, look for services that offer mobile apps for Android and iOS devices. This ensures you can manage your faxes from anywhere, at any time, providing flexibility and convenience.
Importance of Security and Compliance
Security and compliance are critical considerations when choosing an online fax service. Here are some key security features to look for:
HIPAA Compliance: If you’re in the healthcare industry, look for online fax services that are HIPAA-compliant. This ensures that your faxes are transmitted and stored securely, in accordance with federal regulations, protecting patient privacy and sensitive information.
Encryption: Look for services that offer encryption for both transmitted and stored faxes. This ensures that your faxes are protected from unauthorized access, providing an additional layer of security for your confidential documents.
Secure Servers: Ensure that the online fax service you choose stores your faxes on secure servers, protected by firewalls and other security measures. This helps to safeguard your data from potential cyber threats and unauthorized access.
Cost and Pricing
Online fax services can vary significantly in price, depending on the number of faxes you plan to send and receive each month. Here are some key pricing considerations:
Monthly Fees: Look for services that offer flexible monthly fees, based on the number of faxes you plan to send and receive. This allows you to choose a plan that fits your budget and usage needs.
Per-Page Fees: Some online fax services charge per-page fees for faxes sent and received. Look for services that offer competitive per-page rates, ensuring you get the best value for your money.
Setup Fees: Be wary of services that charge setup fees, as these can add up quickly. Look for services that offer transparent pricing with no hidden fees, ensuring you know exactly what you’re paying for.
What’s the Solution for Quality Faxing? The Best Online Fax Services
The biggest problems with online faxing today stem from companies trying to find a one-size-fits-all solution. Evaluating various providers based on their features, pricing, and overall performance can help users find the best online fax service for their needs. That’s why at Documo, we turned cloud faxing on its head with the technology we use for Documo. RingCentral Fax is another versatile cloud-based fax solution that integrates seamlessly with its call center platform, providing omnichannel communications.
1. We Don’t Rely on a Single Carrier
Carriers are not perfect in delivering faxes. To avoid problems with connectivity, we create a network of interconnected Tier 1 carriers across North America. By leveraging our high-volume of information sent, we have worked out several customized features and premium call routing with the carriers we use. Additionally, we use a proprietary algorithm that allows us to choose the most efficient, reliable fax routing to ensure that your information gets to its destination.
2. We Don’t Use One Protocol or Mobile App
While T.38 offers many advantages, its lack of universal use presents a problem for those who choose it as their only fax protocol. Instead of deciding to use only one, we take advantage of several. By using multiple protocols, we can allow for the transmission of a variety of documents over different networks. With our unique cloud-based system architecture, we can adapt to our users’ needs instead of the other way around.
3. We Don’t Transmit Voice
Lastly, we don’t transmit voice calls over our lines. Why? As seen with T.30 and VoIP, trying to do both voice and fax over the same lines results in only optimizing voice calls. Because we specialize in sending faxes, we can use gateways, servers, networks, routes, and more to optimize fax delivery.
If you want to find out more about how Documo is different, sign up for a free trial, or learn more at our website.
User Experience
A user-friendly interface is crucial for a smooth online faxing experience. Here are some key features to look for:
Intuitive Web Portals: Look for online fax services that offer easy-to-navigate web portals, allowing you to manage your faxes with ease. This includes features like drag-and-drop functionality, search capabilities, and organized folders.
Mobile Apps: Ensure the service offers mobile apps for both Android and iOS devices, allowing you to send and receive faxes on-the-go. This provides flexibility and convenience, ensuring you can manage your faxes from anywhere.
Cover Page Templates: Look for services that offer customizable cover page templates, making it easy to create professional-looking faxes. This can save time and ensure your faxes are always well-presented.
Fax Phone Books: A fax phone book feature allows you to store and manage your contacts, making it easy to send faxes to frequently used numbers. This can streamline the faxing process and save time.
By considering these factors, you can find the best online fax service that meets your needs and ensures a smooth, efficient faxing experience.