Every company needs an effective tech stack to keep its business running. The right set of tools speeds up communication and simplifies workflows, and tech stacks help companies comply with regulations more easily.
Faxing should also be considered in addition to cloud storage or collaboration platforms. It's an old-school method that no longer relies on fax machines. Businesses can now send documents via a mobile fax service.
Should your company also consider adding mobile fax apps to your tech stack? Are they even worth investing in? Read on to find out.
They're Convenient and Accessible
Back then, you needed to be in the office or any establishment with a fax machine to send faxes. With mobile fax apps, you can fax documents anywhere, whether at home, in your car, or in a coffee shop. You only need a mobile device, such as a phone, laptop, or tablet, and a reliable internet connection.
Online fax services could also benefit organizations working remotely, which 73% of companies will do by 2028. As long as remote workers have the recipient's fax number, they can easily send or receive documents from anywhere in the world. (1)
Some trusted mobile fax apps allow you to send documents for free. Download your chosen app, register for a free account, attach your fax document, and send it to your intended recipient. You can find apps like this on websites like https://www.efax.com/features/efax-mobile-app. It should work on any operating system and enable easy reading of PDF files and similar documents, which is often a struggle on a phone.
They're Secure and Compliant
Data privacy is a major concern for both individuals and organizations. It's especially crucial in industries that handle confidential information. In 2024, the U.S. healthcare sector saw 491 large-scale data breaches. It was a significant decrease from the previous year's 745 breaches, but it's a cause for concern nonetheless. (2)
Hence, regulations like HIPAA and GDPR require businesses to treat sensitive data with extra care. Mobile fax apps are designed with this factor in mind. They offer encryption and secure transmission standards that reduce breach risks.
Many options also provide audit trails and access controls, so only authorized parties can view documents. Instead of relying on insecure email attachments, businesses can send information knowing it meets compliance requirements.
They Integrate with Modern Workflows
Today, office tools and software become valuable when they work seamlessly with others, especially when communicating. Statistics say an organization's productivity can increase by 25% with effective communication. That's why mobile fax apps are making a mark lately. They can connect with most platforms that businesses already use every day. (3)
You can pull documents directly from cloud storage services like Google Drive, then send them without downloading and re-uploading. Some apps even link with email systems so incoming faxes arrive in inboxes alongside your regular messages.
For larger companies, APIs allow faxing to be built into existing systems such as customer management software or healthcare records platforms. These integrations make faxing feel like another function within an established workflow.
They're Reliable in Document Transmission
Technology has made communication faster, but not always more dependable. Your emails can get lost in cluttered inboxes, or attachments can bounce back if they're too large.
Mobile fax apps avoid these problems by ensuring documents reach their destination intact. Transmission receipts confirm delivery, eliminating stress or worry about files getting lost. The format also maintains the exact appearance of a document, which matters when precision is vital.
They're Cost-Efficient
For businesses already using fax machines, investing in a mobile version might seem like an unnecessary expense. However, that's not always the case. In fact, companies could drain their budgets just from regular machine maintenance alone.
If you want to reduce expenses and optimize cloud costs, mobile fax apps could help. Sending and receiving faxed documents all happen online. While some apps require a monthly or yearly subscription, it's often less costly than frequently replenishing paper and toner. They may even have various subscription models, so you only pay for the services you need the most.
Using online fax services also lessens the load on IT teams, since they no longer need to troubleshoot machines or replace broken parts. As a result, your company saves more money for other equally essential office needs.
They Produce Legally Recognized Documents
Faxed documents are still legally recognized in many parts of the globe. That's why countries like Japan and Germany, which value efficiency, still use fax as a communication tool. Courts, banks, and government agencies also often accept faxed documents without hesitation, while they may question the validity of email attachments.
Faxing preserves timestamps, sender details, and formatting in ways that hold up in compliance-heavy industries. Mobile fax apps allow businesses to retain that legal recognition without being tied to outdated infrastructure.
Final Thoughts
Consider retiring your office's old fax machine for something modern that does the same job. Mobile fax apps are great tools to add to your existing tech stack. They integrate well with other new systems while maintaining compliance in transmitting sensitive information.
All it takes is a working mobile device to send and receive important documents anywhere or even on the go. In a time when businesses are expected to move quickly without cutting corners, these apps deliver.
References
1. "Tools To Enhance Communication & Efficiency Across Global Teams," Source: https://www.forbes.com/sites/karadennison/2024/06/14/tools-to-enhance-communication--efficiency-across-global-teams/
2. "Number of healthcare data breaches involving the loss of 500 or more records in the United States from 2009 to 2024 YTD," Source: https://www.statista.com/statistics/1274594/us-healthcare-data-breaches/
3. "How Effective Employee Communication Boosts Productivity," Source: https://www.entrepreneur.com/living/how-effective-employee-communication-boosts-productivity/367864
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