Voice and messaging may be the most common modes of one-to-one communication, but when it comes to formal types of communication, a document format is the mode of choice, especially when needing to transmit between sender and receiver. The communication itself is rather straightforward – putting the message or information in document form – but ensuring it reaches the recipient safely and securely is not.
Generally speaking, the more important the message, the more important is the security of the transmission process. This is especially applicable for information that is sensitive, personal or confidential in nature. Prime examples would be personal data, health records, financial information and legal issues. To some extent, these can be communicated via voice or text, but mainly only for expediency.
However, when it comes to privacy, accuracy or conveying complex information, documentation is a must. While care must be taken to create this type of document, the challenge arises in ensuring the intended recipient – and only that recipient – receives it in full and unaltered form.
''...the challenge arises in ensuring the intended recipient – and only that recipient – receives it in full and unaltered form.''
Compliance is another layer to consider, especially in regulated sectors, where there are strict standards to protect data security and personal privacy across the entire chain of custody for the document. Not only does this apply to document security during transmission from sender to receiver, but after the fact to ensure only specified people have access to the document, along with data management requirements such as length of retention, where the document is stored, deletion confirmation, etc.
''... it should be clear as to why security is foundationally important when sharing documents with others.''
While these factors are easy to overlook, it should be clear as to why security is foundationally important when sharing documents with others. Security requirements are far more demanding in today’s world of digital communications, and only when properly addressed will there be trust in both the content and the channel. Without trust, these documents will have no value; but fortunately, there are viable options that meet security needs around digital communication.
''Without trust, these documents will have no value.''
It’s easy to think of fax as an artifact from analog times, and many businesses have long-stopped using standalone machines and bulky rolls of paper. However, before digital technologies and broadband came along, fax was very well-suited for certain forms of document transmission, especially when sending printed versions by post or courier was not practical.
Security was much less of a concern then, and for many use cases, fax was the most efficient way to send documents, making it an indispensable business tool. While technology has evolved since then, fax remains practical for these particular use cases and is still an important communications mode for many types of businesses.
In terms of metrics, the fax services market is still closely tracked, and research studies estimate the global market at around $3 billion, with a slow but steady annual growth rate in the range of 4 to 5 percent. Examples can be referenced here, here and here; and while the definition of “fax services” varies, the market is alive and well. IT leaders would be remiss to view fax as an obsolete technology, especially when considering how well modern cloud-based fax solutions can address today’s security needs for sending documents.
To understand why, two separate but related needs must be recognized. First would be the business value of fax as a mode for sending documents. In certain sectors, that business value hasn’t changed since the days of analog fax, and for various reasons, it remains the channel of choice. Second is the need for security when sending those documents, and that need is more prominent today than in analog times.
Since legacy fax technology is deficient for this second need, it has become outmoded today, especially with newer digital options that can be used for sending documents. The reason why fax is still a growth market is the evolution of digital fax services, which aside from providing the same familiar convenience of legacy fax, can also do so in a secure manner. Not only are digital fax services more secure than legacy fax, but they are also more secure than digital alternatives such as email or mobile messaging.
This isn’t to say that digital fax should be the prime channel for all forms of document sharing. In some cases, it could be, but IT leaders should instead think about digital fax as one option to be used alongside other channels when considering overall document sharing needs. More importantly, IT leaders need to focus on the specific use cases where digital fax is the best channel for secure document sharing.
Prime verticals would be healthcare, financial services, legal services, education and government/public sector. Within each, there are several sub-verticals where fax has been long-established as the de facto mode for certain forms of document sending. For example, within healthcare, fax is regularly used in medical offices, clinics, pharmacies, etc. – with typical use cases being sending medical records, authorizing prescriptions, and documenting insurance claims.
A common thread across these verticals would be various degrees of regulation to safeguard data security and personal privacy. HIPAA is one such example in healthcare, and this is where digital fax technology has evolved beyond legacy fax to ensure compliant communication.
Addressing compliance in today’s hyper-connected world is the key difference between analog and digital fax offerings, and it’s a necessary condition for businesses to realize the benefits that come with having a secure mode for sharing documents. Before outlining those benefits, IT leaders need to consider the trade-offs that come with three basic options for sending documents.
''The ubiquity of email makes it a prime target for malware, hacking, phishing, etc. – it’s simply a less trusted channel than digital fax''
Each of the above options has its virtues, but when needing to send secure documents on a regular basis, it should be clear that digital fax is the best choice. Requirements for both security and privacy will only intensify, and IT leaders need trusted technology, not just for today’s needs, but also as these requirements evolve. By nature, analog fax cannot make these adaptations, and this is one of the improvements that comes with digital technologies, fax included.
''...it should be clear that digital fax is the best choice.''
For businesses where the use cases for secure document sharing are ongoing, the core thesis for this article is that you can operate more effectively when communications are secure. The converse is equally true – when you cannot safely share documents, operations become less effective. IT leaders should view this in terms of the business benefits that come with secure document sharing, providing further validation for why fax is still important in 2026. To illustrate, below are two types of benefits – horizontal for the impact on overall workflows, and vertical for specific benefits where fax is widely-used.
''...when you cannot safely share documents, operations become less effective.''
These are just a few examples of how digital fax can bring benefits, not just to any organization in general, but to vertical markets with specific use cases. Compared to the inherent limitations of analog fax, not only can digital fax improve existing workflows, but can also enable new outcomes that drive benefits not previously possible. This further supports the core theme for how organizations can do more things – and more things better – when document sharing is secure.
''...not only can digital fax improve existing workflows, but can also enable new outcomes that drive benefits not previously possible.''
The era of analog fax has largely passed, but the use cases have not changed, especially in the vertical sectors outlined herein. Digital fax has emerged to fill those needs, as the fax mode remains popular for a wide variety of reasons. Other digital modes - such as email – can be used as well, but lack several attributes native to digital fax, making it a limited alternative where the use cases remain strong.
While digital fax has evolved along a purpose-built path for secure document transmission, this space is also being impacted by AI. Given its transformative nature, AI needs to be considered for all fax users, as it can bring new layers of value for document sharing. At present, AI is being used to enhance digital fax capabilities, such as more advanced call routing, automated document summaries, and agentic task automation for workflows triggered by faxed documents.
More is certainly coming, as AI will use APIs to integrate fax more deeply across enterprise platforms to further automate workflows. This may seem a long way from the simple task of sending a document electronically, but it’s very much tied to the broader trend of digital transformation, which is particularly relevant to the sectors where fax remains persistent.
The potential impact of AI on fax requires further exploration, but at this time, it mainly serves as a complement to digital fax and not an outright replacement. As such, IT leaders should think about AI as another driver to utilize digital fax, as these new benefits cannot be fully realized using other modes for document sharing.
