Even in a world dominated by instant messaging, email, and cloud collaboration, faxing hasn’t disappeared. As per a 2024 report by Statista, roughly 17% of businesses worldwide still depend on faxing for critical operations. For some industries, from healthcare to legal services, faxing remains a trusted way to send sensitive documents securely. (1)
But the choice between online fax and traditional fax isn’t just about nostalgia versus modern tech. It’s about efficiency, reliability, and how well the method fits into your daily workflow.
This guide breaks down the practical differences between online faxing and traditional fax machines, so you can choose which one’s best for your business.
How Faxing Works in Practice Today
Online faxing lets you send and receive documents digitally, often through cloud-based services such as eFax online fax solution. Files can be uploaded from your computer, phone, or cloud storage, and you can even use fax-to-email or virtual fax features to handle faxes without a machine.
Traditional faxing, on the other hand, relies on a physical fax machine connected to a phone line. This method has been around for decades and is still used in offices that prefer a tangible process. Documents are scanned, transmitted, and printed on the recipient’s machine, which means dealing with paper, toner, and the occasional jam.
Setup, Accessibility, and Daily Convenience
Online faxing is remarkably easy to get started. Most services offer a quick sign-up with no need for bulky equipment or dedicated phone lines. Once you’re set up, you can send and receive faxes from your computer, smartphone, or tablet, often through browser-based platforms or mobile apps. That means your office doesn’t have to stay tied to one desk, and documents can move as quickly as your schedule allows.
By contrast, traditional faxing comes with more setup barriers. You need a physical fax machine, a phone line, and a dedicated spot in the office. That means sending or receiving documents is tied to that location, and if you’re away from the machine, you can’t check incoming faxes or fix a jam mid-transmission. And while many people consider this method familiar, this setup often limits flexibility and slows down day-to-day operations compared to online faxing.
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Security, Compliance, and Recordkeeping
Security is one of the main reasons faxing hasn’t gone away. With online faxing, documents are encrypted while they’re being sent, which protects them from cyber threats during transmission. Access can also be limited to specific users, and delivery confirmations let you know when something actually arrives. Many platforms also support digital signatures, which makes approvals easier without printing or scanning.
That level of control is why some industries like healthcare heavily depend on faxing. A 2023 HIMSS survey found that more than 70% of hospitals and clinics in the United States continue to use faxing to share patient records, largely because it aligns with HIPAA compliance requirements. (2)
On the flip side, traditional faxing handles security in a much more physical way. Documents travel over a phone line and print as soon as they’re received. This means fewer digital touchpoints but more exposure in the real world. For one, papers can sit on a tray, get picked up by the wrong person, or be misfiled entirely. Recordkeeping also often depends on manual logs and printed confirmations, which makes it harder to track who accessed a document or when it arrived.
Document Handling and Workflow Efficiency
Online faxing keeps documents where most work already happens: on a screen. Documents are managed digitally, which means you can upload files in common file formats without converting or reprinting anything. Digital cover page options also make it easier to stay organized, and conversation thread tracking lets you see what was sent, what came back, and when. And with cloud storage and simple file sharing, documents don’t disappear into a filing cabinet or get buried under a stack of paper.
Meanwhile, traditional faxing follows a much slower rhythm. Documents need to be printed before sending, scanned by the machine, and then printed again on the receiving end. Incoming faxes pile up physically, and outgoing faxes require someone to be there to load pages, watch for errors, and refile everything afterward. That manual process adds friction, especially when volume increases or multiple people need access to the same information.
Cost, Maintenance, and Long-Term Value
Virtual faxing tends to be easier on the budget. Most platforms use subscription-style fax service pricing, which makes costs predictable and easier to plan around. There’s also no need to buy equipment, replace parts, or keep spare supplies on hand. Since everything runs digitally, you’re not paying for toner, repairs, or hardware that slowly wears out.
Traditional faxing brings more long-term baggage. A fax machine has to be purchased, supplied with paper and toner, and repaired when parts fail. When something goes wrong, work literally stops and could cost downtime. Industry research shows that downtime can cost large organizations as high as USD$9,000 per minute, with even higher stakes in fields like healthcare and finance. That said, a faulty fax machine or dead phone line may seem minor, but when faxing is tied to approvals or compliance, those interruptions quietly drive up costs over time. (3)
Choosing the Right Option for Real-World Use
Ultimately, the right faxing method comes down to how work actually gets done. What’s important is to match the fax solution to your business’s daily workflows, security needs, and long-term efficiency.
The Bottom Line
Faxing still gets used, but the experience can feel very different depending on the method. Traditional fax machines are familiar, yet they tie work to a physical space and come with tedious and costly upkeep. Meanwhile, online faxing removes many of those constraints by making documents easier to send, store, and access.
But overall, the better fit depends on how often faxing happens, who needs access, and how much flexibility the workflow demands.
References:
1. “Why Businesses Are Still Sending Faxes in 2026”, Source: https://www.business.com/articles/business-faxing/
2. “Why Is Faxing Still Used Today? Is Faxing Relevant in 2025?”, Source: https://moderndiplomacy.eu/2025/01/06/why-is-faxing-still-used-today-is-faxing-relevant-in-2025/
3. “The True Cost Of Downtime (And How To Avoid It)”, Source: https://www.forbes.com/councils/forbestechcouncil/2024/04/10/the-true-cost-of-downtime-and-how-to-avoid-it/
