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Fax vs. Scan to Email: What’s the Difference and Which Is Safer?

In a world full of tech options, it’s easy to wonder: why would anyone still use a fax machine when you can just scan a document and email it?

But the truth is, faxing and scanning-to-email aren’t the same thing. And if you’re sending legal, financial, or medical documents, the method you choose matters—especially for privacy and security.

Let’s break down the real differences, pros and cons, and which option is actually safer.

What Is Scan to Email?

Scan to email means using a scanner or multifunction printer to create a digital copy of your document and then send it to someone’s email address. It’s fast, convenient, and works for most day-to-day tasks.

But it also has a big downside: email isn’t a secure delivery method unless you’re using encryption—and most people don’t.

What Is Faxing (Online or Traditional)?

Faxing—especially online faxing through services like SendAFaxNow.com—sends your document over secure phone lines or encrypted digital systems directly to a fax number.

The document doesn’t sit in an inbox. It goes straight from you to the recipient’s fax machine or secure fax service. That makes it much harder to intercept or tamper with.

Security: Which Is Safer?

Faxing wins—especially for sensitive or regulated documents.

Email can be hacked, forwarded, or accidentally sent to the wrong person. Unless you’re using secure email with encryption, it’s not considered safe for HIPAA, legal, or financial documents.

Faxing is often the preferred method for:

  • Medical records (HIPAA compliance)
  • Court documents
  • Financial paperwork
  • Government agency forms

Delivery Confirmation: Fax Has the Edge

When you send a fax, you get a confirmation that it was successfully transmitted. With email, you might never know if it arrived, got stuck in spam, or was ignored.

Speed and Ease of Use

  • Scan to Email: Faster for informal communication. Great for internal use or casual file sharing.
  • Fax: Better for official communication where privacy, delivery, and documentation matter.

What About Online Faxing?

Online fax services like SendAFaxNow.com combine the best of both worlds. You upload your document just like an email attachment—but we deliver it securely via fax to the recipient.

You get email confirmation, no need for a phone line, and full delivery tracking—all with added security.

When to Use Fax Instead of Email

  • When sending sensitive data (SSNs, medical info, contracts)
  • When working with a government agency or law firm
  • When you need proof of delivery
  • When privacy is a top concern

Conclusion

Scan to email is quick, but not always secure. Faxing—especially online faxing—is still the trusted option when safety, compliance, and delivery confirmation matter most.

Want to send a fax right now without a machine? Try SendAFaxNow.com. It’s fast, secure, and ready in seconds.