Managing client data security and complying with all privacy regulations is top of mind for law firms. Multiple communication channels can make this challenging. While email or phone is the preferred channel in some cases, in others it’s essential to use hardcopy or faxed documents to minimise the risk of tampering and fraud. As technology continues to evolve, the traditional fax machine is likely to become obsolete; however, law firms are likely to require the benefits of faxing well into the future.

This creates a conundrum for many law firms that rely on a two-speed workflow system. While some workflows have been digitalised and streamlined, others remain largely manual and tethered to old-fashioned communication channels like faxes. This can reduce productivity and create frustration for legal professionals who are looking to maximise the value of their time for clients.

Fax is often considered more secure than emailing because email systems can be hacked, but the downsides of traditional, manual fax machines are quickly outweighing their benefits.

Traditional faxing is a roadblock that can stop fast-moving lawyers in their tracks. The need to physically attend a fax machine to send and receive faxes interferes with lawyers’ ability to work remotely with the same productivity as they would deliver in the office.

For example, during a time when professionals are largely working out of the office to comply with social isolation measures, fax machines are likely being checked less frequently. Letting faxes pile up on the machine until they’re checked periodically throughout the day means legal professionals must work in batches, which may not be the most efficient use of their time. This approach can cause confidentiality issues, since documents are left out in the open for anyone to read. This not only compromises information security but also reduces the firm’s ability to respond quickly to client needs. If a fax is sent in the morning but the machine isn’t checked until the afternoon, those wasted hours could be the difference between making a deadline or achieving a client’s ideal outcome, or not.

As law firms aim to meet digital transformation goals that deliver increased scalability and reliability, they tend to overlook the fax machine, often seeing it as a necessary evil. But, with cloud-based faxing solutions, there’s no longer any need to have a physical fax machine in the office. Law firms can retain their existing fax number and receive electronic faxes on any smart device or computer simply using a mobile app. This combines all the benefits of traditional faxing with none of the downsides, and law firms can get started with eFaxing within minutes.

With full security compliance, cloud-based fax is also ideal for law firms aiming to meet digital transformation goals without compromising information security.

A robust audit trail means that every eFax sent and received electronically is tracked, so users can prove that communications were received. Users can send and receive eFaxes from literally any location as long as they have an internet connection, so they can create, sign, send, and receive documents instantly. This improves workflow management by keeping lawyers moving rather than waiting for faxes. Because the process is digital, senders will never receive a busy signal, meaning law firms will receive the faxes they’re waiting for in a timely fashion.

With full security, enhanced recordkeeping, improved cost control, reliable information governance, and the ability to work remotely using eFax services, law firms stand to benefit significantly from moving away from traditional fax machines to cloud-based faxing. This will also help future-proof the firm’s communication channels.

As an additional benefit, by removing the roadblock of traditional faxes, legal professionals can gain more job satisfaction from the ability to work more flexibly, along with improved productivity through greater process efficiencies. Replacing soon-to-be-obsolete fax machines with instant cloud-based faxing services lets lawyers and other staff members refine administration processes so they can spend more time focusing on areas of greater client value, and ultimately deliver an even better client experience.