Fax machines aren’t extinct. The devices aren’t obsolete, either.
Modern Diplomacy notes a 2024 study that found 17% of businesses globally still use a fax machine. That may be a surprising statistic, but it’s a little misleading. Certain types of document-heavy industries are inflating that number, including health care, law, real estate and finance. Faxination notes that fax usage is heavier in Japan, Germany and England.
In the U.S., though, scan-and-send technology has replaced fax machines for most – but not all – American businesses. John Joyce, co-owner of CRS Technology Consultants, recently shared his insights into the evolution of fax machines during a Tech Bytes segment on Gulf Coast ABC.
“I can’t believe we’re here talking about this in 2025,” John says. “Archaic. Old. And still a part of many businesses every single day.”
The fax is alive and well in 2025. It’s just transmitted differently.
Fax machines vs. scan-and-send technology
It’s important to understand the technology behind fax machines and scan-and-send machines.
Lenovo, the Chinese multinational technology company, offers this explanation of how a fax machine works:
“Fax machines work by sending data in digital form over phone lines. This data is turned into a signal which is then transmitted using modems over copper wire lines of analog telephones. Once it reaches its destination it will be converted back into digital form and printed out as hard copy for reading.”
Meanwhile, Lenovo offers a more detailed breakdown of how scan-and-send machines work:
“Scanners work by using a light source and a photosensitive sensor to capture the content of a document or image. When you place the document on the scanning bed and initiate the scan, the light source illuminates the document, and the sensor captures the reflected light. The sensor then converts the light patterns into digital information, creating a digital representation of the scanned content.”
Fax machines are standalone machines, while scan-and-send technology is usually built into printers, copiers and even smartphones through apps or scanning software.
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Security of fax machines
Fax-like devices were first produced in the 1800s, but Xerox is credited with manufacturing the first modern-day fax machines in 1964. Back then, cybersecurity wasn’t even a term.
Because fax machines send data over telephone lines, they are somewhat insulated from cyberattacks that typically target computer transmissions. That doesn’t mean it’s immune to security issues, though.
“One wrong number, and you’re sending it to the wrong place. It happened in our own office,” John recalls. “We received, for several days, patient information from a medical office up North. We had to call and tell them ‘You’ve got the wrong number.’ It took days for them to realize what was going on, and we were having to receive and then shred other people’s protected health information.”
Businesses, hospitals, law firms and other organizations send faxes to a general office number – not an individual. That means printouts containing confidential information could be picked up by someone other than the intended recipient.
Does scan-and-send technology also have its own security concerns? After all, files are moving through the same space where cybercriminals operate.
“Anything, even the newest technology, still has inherent security risks,” John replies.
Users could type in an incorrect email address and files could go to the wrong person, or no one at all. Many machines also save a transmission record in their memory that might be accessible to anyone at a company. However, scan-and-send technology incorporates encryption that protects information from unauthorized access and security breaches. These machines also send documents directly to a recipient’s email rather than a general office line.
Why businesses still use fax machines
Many businesses have operating procedures in place and require employees to follow those protocols… even if there might be a better way of doing something. In some cases, there are regulatory requirements mandating the use of paper documents and transmission of files via the fax.
“The way we’ve always done it doesn’t mean that’s the way we have to keep doing it,” John says.
Perhaps technological and security enhancements in scan-and-send machines can prompt fax devotees into considering alternatives. John recognizes documents are a necessity in business. Actual paper isn’t needed, though, because documents can be completed, shared and organized electronically.
“Let’s just get rid of the piece of paper to begin with and capture that information digitally, keeping it secure from the time it’s created to the time it’s sent,” John says.
Security protocols for businesses
John emphasizes the importance of partnering with an IT professional to secure all electronic devices, networks and operating systems. Regarding scan-and-send machines, John notes the following important security protocols:
- Create an encrypted connection (SSL).
- Establish list of approved senders and recipients.
- Educate employees about redaction process and document security.
- Download the latest security and software updates.
- Develop mechanism to erase/purge machine’s memory.
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