For several decades the fax machine has been an important component of the office. It remains one of the most common machines used in our offices alongside the copiers and printers. Technology today has evolved tremendously bringing up the debate as to whether fax machines are relevant at all. Let us not forget the fact that copying, printing and faxing are all performed at once when using the fax machine. This multi-purpose device comes with its own unique features.
Is it outdated?
There are some people who regard the fax machines as outdated equipment. Their argument lies on the role played by emails, texting software or 3 dimension printing. There are still many reasons why the fax machines exist. The modern-day multi-color printers have color copiers and scanners apart from the printer. Others use additional devices such as card readers or USB connectors.
Benefits of the fax machine
It has been proven that sending documents, messages and important office papers via a fax machine is more secure than digital broadcasts. There is a lot of evidence on the market to prove this argument. Digital transmitted messages are vulnerable to intercepts that can be easily accessed. You require special equipment to intercept such fax transmissions. The interceptor will have to tap the phone line using equipment that is very hard to come across by. This attribute greatly favors the fax machines making it a primary information relay tool by big businesses across the globe that relay highly sensitive data.
To operate, fax machines have to be connected to phone lines. Entrepreneurs might not be too enthusiastic about the fax machines due to the extra costs involved when connecting it to the phone lines. However, if your business receives a lot of faxes, it is more convenient to own a fax machine.
Fax machines are here to stay
People with many years of experience dealing with fax machines prefer them over newer alternatives. When using the email –a digital form of communication there are several other steps one must do. You are forced to scan the documents and copy to your system. This process will consume a lot of time. On the other hand, when using fax machines, you first scan the documents then enter them into the computer. Only after completing this process can you send them. With a fax machine, you have to place in your documents then copy them to your computer. Once this is complete relay your message to your recipient.
A big advantage of using fax machines over emails is that an email can be corrupted by malware or viruses. The fax machine relies on the phone line on infrastructure which does not have to be integrated into IT systems. Sent emails can spread viruses and malware to other firms if they do not have proper safety software.
A fax machine offers ease of use and security. You can relay documents to one or several people. This application is quite similar to emails with the distinction that those documents sent over fax machines are legally binding. If you send over a signed contract through the fax machine, the business entity can store it in their files depicting proof of a legal transaction.
In as much as technology keeps evolving, ways of relaying messages keep changing. The fax machine will remain as a formidable device for the office environment. Technologies such as Faxzee courtesy of Google will play a significant role for future business.…