In the past, and certainly through the 1990’s at least, faxing was handled on the machine-to-machine level. A physical piece of equipment sitting at one location was connected to another fax machine somewhere else. The connection could be hard-wired, or more commonly the telephone system was used, with both machines having unique telephone numbers.
The document(s) to be faxed were manually fed into one machine (the sender) and transmitted data was sent to the other machine (the receiver) which printed out a hard copy at that location.
While this equipment is still being used today, the landscape has shifted considerably due to the ubiquitous presence of the Internet. Instead of physical machines, documents of various types can be sent from one computer to another via the web.
Initially, certain types of businesses and industries – notably those operating in the financial, healthcare and government workspace – were reluctant to adopt this technology because transmission of emails is not secure unless encryption is used, and an emailed signature was not considered legally valid. But the Electronic Signatures Act of 2000 recognized digital signatures as valid. End-to-end encryption methods are now more widely available, although by no means universally used. Today, many industries rely on the best online fax services to ensure secure and efficient document transmission.
The Rise of Free Fax Service – Right for You?
The new paradigm of faxing has opened up the way for businesses offering free fax services. There are hundreds of these services operating today, perhaps thousands if overseas (non-U.S.) companies are included. Using a fax app allows you to send faxes directly from various devices, making the process more convenient and user-friendly.
While some of these services are totally free to use, and others offer a basic service free with paid upgrade options, the real question is: are they right for your business? Fax online services enable users to send and receive faxes digitally without the need for traditional fax machines, offering convenience and accessibility.
While some may choose the free option due to the obvious advantage that they are no-cost, there are many businesses who should consider a paid fax service – and some who cannot use a free service at all. Obtaining a free fax number is particularly accessible for low-volume users, allowing them to send up to 10 fax pages without any hidden fees.
Forced “Branded” Cover Letters. One distinguishing characteristic of many free fax services is the presence of their company logo/information that is displayed on the first page (cover page) of any fax you send. This certainly does not communicate a professional image to the recipient of your faxes, even though the cover letter might just be disposed of. But if your fax is kept in digital format, whenever it is opened that advertisement will be seen. Not good. Why should your fax be turned into a billboard to advertise another business? When sending a fax, make sure to enter the recipient’s fax number correctly, including the necessary country and area codes.
Page Restrictions. Most free fax services impose a limitation on the amount of faxing you can do. This limitation can come in two ways – a limit on the length of each fax you send (often charging you if you exceed that length, if they permit longer ones at all) and/or a limit on the number of faxes you can send per day or per month. These limitations can affect your ability to send free fax services effectively.
While paid services may impose limits, they are usually much higher, and have attractive pricing options to match your anticipated faxing volume. Some paid services impose no limits at all, either on the length of an individual fax or the total volume of faxes. For businesses that do not send many faxes this may not be an issue, but for businesses or other organizations who send many faxes or longer faxes, the “free” option is not a great – or even good – one for them.
Delays in Sending. A typical fax service will route the documents to be faxed from all their users through one or more servers (a specialized computer that handles routing and storage). That server may push paid faxes to the top of the list for sending, while that free fax of yours will sit for a while at the bottom of the queue until the paid-for faxes have all been sent. This delays the transmission of your critical fax, and will probably not be known to you. You can send free fax online without the need for traditional fax machines, ensuring a more streamlined process.
Send-Only Your Only Option. Those who depend on faxing for their operations don’t just need to send faxes, they need to receive them as well. Typical free fax services do not give you a personalized, persistent fax number, so there is no way for you to receive faxes from others through the same source. Paid services will have this option though as it is a part of the package of services they typically provide.
Lack of Business-Friendly Options. If you need the ability to schedule faxes to be sent in advance, or detailed delivery confirmation logs, or sending fax broadcasts (something similar to an email blast, but in fax format) you will find you cannot do this with free fax services. Your only option will be to use a paid service.
Mixing Voice and Fax Transmission. Free services will often use the same carrier lines to transmit both voice calls as well as fax transmission, especially if they are selling/offering telephone call solutions to businesses. This can “clog up” and cause a bottleneck, causing you delays when you fax. A professional-level online faxing service, on the other hand, will operate a fax-only infrastructure which is much more efficient.
Non-Existent Customer Support. When faxing, sometimes there are transmission failures. Or the quality of the received documents may need adjustment. Whatever the issue, if your business depends – really depends – on a smooth faxing operation, you need customer support. Typical free fax services do not offer any support – or the support they offer may be limited in scope (what issues they will help you with) or timeliness of reply (i.e., you send an email or form inquiry and WAIT). Instead, you need to locate a fax provider that offers live customer support. And for businesses operating in the U.S., customer support based there, not overseas, can be a critical factor in getting issues resolved quickly and completely.
Lack of HIPPA Compliance. If your business requires handling the financial information of others, or medical records, or government documents, free faxing is definitely out of the question. Why? Because these businesses, like banking, accounting, hospital, clinic, doctor’s offices, tax preparation services, attorneys and the like are required by the HIPPA law to maintain the security and privacy of all the information they handle.
This includes both the transmission and storage of information of information. This means that your service must provide secure online faxing during transmission (encrypted transmission) and secure storage of any data that is retained in the cloud. With a free service, on the other hand, you have no checks in place to make sure that customer/user data confidentiality is being observed. And failure to comply with HIPPA regulations, when your business is required to, can get you into big trouble with governmental agencies.
Ideally, you should look for a paid fax service provider that provides AES 256-bit encryption and uses the TLS 1.2 protocol during actual data transmission. It should also be able to provide documentation that it is in regulatory compliance with HIPPA, GLBA and SOX regulations.
High Fax Transmission Failure Rates. As noted above, most free services (and some paid ones) will mix phone calling and fax transmissions, and in addition may route all of this traffic through one carrier. If that carrier service should go down faxing will not be possible. Better paid fax service providers will use a network with built in redundancies/backup routing to maintain integrity and to ensure that your fax actually gets delivered.
Lack of Integration Options. Free faxing services typically offer only one or two options for sending faxes, for example sending an email to a phone number or special email account. Paid fax services, on the other hand, will offer you different ways to handle your faxing. You will of course have the email option. But they may offer an online portal or even a smartphone app.
Professional-level paid faxing services may also offer you API (Application Programming Interface) connectivity, which allows your existing in-house software/systems to connect and communicate directly with the faxing service. With an API option, your staff can continue to use the same faxing systems that they become comfortable with, meaning little or no time will be wasted in training them on a new system.
In summary, if you need to:
Send larger amounts of faxes – especially every day
Minimize transmission failures
Have sending/receiving options other than through an email client
Receive as well as send faxes
Maintain HIPPA or other regulatory compliance
Integrate with your existing fax systems
Then a paid, secure online fax service provider is your best option, rather than a free service where your options are limited, are impractical to scale, and where security and government regulation compliance is sketchy at best. Choose wisely!
What are Free Fax Services?
Free fax services are online platforms that allow users to send and receive faxes without the need for a physical fax machine. These services provide a convenient and cost-effective alternative to traditional faxing methods, enabling users to send and receive faxes from their computers, smartphones, or tablets. With free fax services, you can easily manage your fax documents, store them digitally, and keep track of your fax contacts, all without the hassle of maintaining a physical fax machine. This modern approach to faxing offers flexibility and accessibility, making it an attractive option for individuals and businesses alike.
Limitations of Free Fax Services
While free fax services offer many benefits, they also come with certain limitations. One of the main drawbacks is the restriction on the number of free faxes you can send and receive. Most free fax services impose a limit on the number of pages you can fax for free, often requiring users to upgrade to a paid plan for higher volumes. Additionally, free fax services may lack the advanced security and compliance features found in paid services, which can be a significant concern for those needing to send sensitive or confidential documents. These limitations can hinder the efficiency and reliability of your faxing needs, especially for businesses with higher faxing demands.
Security Risks of Free Fax Services
Free fax services can pose significant security risks if not used properly. One of the primary concerns is the potential for data breaches, as fax documents often contain sensitive information such as personal data, financial details, or confidential business information. Free fax services may not offer the same level of encryption and security protocols as their paid counterparts, leaving your fax documents vulnerable to interception and unauthorized access. This lack of robust security measures can compromise the confidentiality and integrity of your transmitted information, making it crucial to carefully consider the security implications of using free fax services.
Compliance with Regulations and Laws
Compliance with regulations and laws is a critical consideration when choosing a fax service. Free fax services must adhere to various regulations, including the Health Insurance Portability and Accountability Act (HIPAA) and the General Data Protection Regulation (GDPR). These regulations mandate that fax services implement stringent security measures to protect sensitive information and ensure secure transmission and storage of fax documents. Users should verify that the free fax service they choose complies with these regulations to avoid potential risks or penalties. Ensuring regulatory compliance is essential for maintaining the security and privacy of your faxed information.
Alternatives to Free Fax Services
While free fax services can be a convenient and cost-effective option, they may not be suitable for all users. Alternatives to free fax services include paid online fax services, which offer more advanced features, higher levels of security, and better compliance with regulations. Paid services often provide additional functionalities such as API integration, mobile apps, and enhanced customer support. Additionally, traditional fax machines and fax servers can offer a higher level of security and control over your fax documents. These alternatives ensure that your faxing needs are met with reliability and efficiency, making them a better choice for businesses and individuals with more demanding requirements.
24/7 Live Support and Customer Service
Good customer service is essential for any fax service, including free fax services. Users should look for free fax services that offer 24/7 live support and customer service, including phone, email, and live chat support. This ensures that users can get help and support whenever they need it, and can resolve any issues or problems quickly and efficiently. Reliable customer service can make a significant difference in the overall user experience, providing peace of mind and ensuring that your faxing operations run smoothly without unnecessary interruptions.