In a world driven by instant messaging, video calls, and cloud based everything, it might come as a surprise that fax still plays a major role in modern businesses. But in many industries fax is far from obsolete, it’s essential. From legal firms to hospitals and government agencies, fax remains a trusted and required method for securely sending documents.
One of the biggest reasons faxes persist is because of its legal standing. In sectors like healthcare, law, and finance, faxed documents with handwritten signatures can often carry more weight than digital PDFs or electronically signed emails. Regulations in healthcare and compliance standards in finance and government still accept and often prefer fax due to its ability to be traced and the ease of auditing.
There is also a perception that fax is more secure than email, and in many cases this is true. Traditional fax transmits over a phone line, reducing the risk of interception. Even in digital form fax systems often include delivery confirmation giving your organisation confidence that the documents are reaching the right person.
Many large organisations have workflows that rely on fax. Changing these systems isn’t always practical or fast. So, fax continues to be important, not necessarily because these organisations are behind the times, but because the system works for specific regulated cases that require the reliability, simplicity, and legal clarity of fax.
But none of that means the old fax machine in the corner is the only solution. Cloud fax modernises the faxing process.
Cloud fax
Cloud fax takes the reliability of traditional fax and removes the physical limitations. There is no need for bulky machines or dedicated phone lines. You don’t need to deal with paper jams, toner cartridges or busy signals. Cloud fax offers the ability to send faxes through your email, web browser, or an API.
With a cloud fax platform like the one offered by WEL, you can send a fax simply by attaching a document to an email and addressing it to a fax number using a special email format. Receiving faxes is just as simple. Your faxes are routed straight to your email inbox as PDFs, eliminating the need for physical paper.
Security is a core part of WEL’s approach. Fax image data is encrypted at many transit stages and while they’re at rest. You have control over how long your fax image is retained. Companies like WEL have multiple settings so that you can define how long the documents are retained and you can have separate settings for successful and failed faxes. This kind of control can be crucial for your business to ensure you’re compliant with regulations, or your internal compliance rules.
Another major advantage of cloud fax is scalability. Traditional fax systems require physical infrastructure that grows with demand, more machines, more lines, more IT support. Cloud fax scales seamlessly. Whether you’re sending 10 faxes a week or 10,000 the system easily scales to your requirements. With WEL you only pay for what you use, which can significantly cut costs for your business if your fax needs fluctuate seasonally or with different projects.
Cloud fax isn’t just for large organisations though. Small and medium businesses can also benefit from its flexibility and low set up requirements. There’s no need to invest in hardware and setup is simple. Whether your business is a remote team or a traditional office looking to modernise, cloud fax makes it easy to stay compliant and efficient.
A modern upgrade
Fax isn’t going away anytime soon. Too many industries still rely on it for secure and compliant communication. But the days of standing over a machine waiting for confirmation or dealing with constant paper jams are behind us. Cloud fax services like WEL Corps offer a smarter and simpler way to meet your business fax needs, without the maintenance, expense, or hassle of traditional fax systems.
By adopting cloud fax, your business can get the best of both worlds. The proven reliability of fax and the modern convenience of digital communications. Whether you’re faxing from your desktop, mobile device, or automated system, the process is faster, more secure, and more cost-effective than ever before.
If your business is still handling your faxes the old way, now may be the time to reconsider. Reach out to WEL today to see how cloud fax can help your business!
