Ask most people whether fax is still relevant and you will get a laugh. Ask a doctor, a lawyer, or a government administrator the same question and the answer is a firm yes. Fax has not disappeared. It has evolved. And for regulated industries across Canada, it remains one of the most trusted methods of transmitting sensitive documents securely, with legal standing, and in full compliance with PIPEDA.
The question is not whether to fax. The question is whether you are still doing it on aging hardware connected to a copper line that is being phased out across the country.
Why Fax Is Not Going Anywhere
Canada's regulatory landscape has never moved away from fax. Healthcare professionals, law firms, government agencies, and financial institutions all still rely on fax as part of their regulated workflows because the transmission record carries legal weight that email does not always provide. In fact, over 75% of healthcare organizations in North America still use fax as their primary method for transmitting patient records and referrals.
The challenge is that the infrastructure supporting it is being rapidly phased out. Carriers are increasing prices, quality is declining, and the copper network is approaching end of life. Businesses still running fax machines on traditional phone lines are operating on borrowed time.
Four Ways to Fax with a Cloud Communications Provider
Three fax solutions are available designed for different business needs so regardless of where your organization is in its transition away from legacy infrastructure, there is an option that fits.
Internet Fax
Internet Fax sends and receives faxes over the internet with no fax machine, no busy signals, and no hardware maintenance. Fully encrypted and fully PHIPA and HIPAA compliant, data stays in Canada making it the ideal choice for healthcare, legal, finance, and government organizations.
It supports up to eight users per account, includes three built in cover page templates, and allows faxes to be managed through the web portal or email. It integrates directly with your Hosted PBX so your fax number, phone numbers, and billing all live in one place.
Portal Fax
Portal Fax is a simple, single user fax experience managed directly through the user's main portal with no separate setup required. It is best suited for low volume, occasional faxing needs.
It does not include cover page templates, does not forward faxes to email, and has a limit of 200 pages per month. For businesses with basic faxing needs, it is a straightforward and cost effective option.
Physical Fax (HTTPS / Analogue)
For organizations that are not ready to replace their existing fax machines, the option exists to deploy a Fax ATA (analog telephone adapter) on site. The ATA plugs directly into existing fax hardware and connects it to a cloud network, keeping current equipment and workflows intact without requiring any changes to devices or processes.
This option carries higher long term overhead compared to cloud fax, including ongoing costs for hardware maintenance, paper, and ink or laser cartridge replacements. It also requires a user account within the portal to operate. Physical Fax is recommended for organizations where replacing the fax machine is not yet feasible, as a transitional solution until a full move to Internet Fax is ready.
UC Analog
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UC Analog is a wireless solution that replaces traditional copper phone lines, allowing organizations to keep using their existing fax machines and analog devices without interruption. It connects existing hardware to a cloud based network using MultiPath technology that routes traffic over both LTE and wired Ethernet simultaneously, with a built in battery backup maintaining service for up to 24 hours during an outage. With no monthly page limits, organizations can send and receive unlimited fax pages without restriction.
Picture a busy medical clinic sending dozens of patient referrals by fax every day. Their copper line is being decommissioned, but their fax machine and workflows are deeply embedded in daily operations. UC Analog steps in as a direct replacement, keeping everything running without any changes to equipment or process until the clinic is ready to make the full switch to Internet Fax.
Why You Should Make the Switch Now
- Every transmission gets through. Internet Fax handles multiple transmissions simultaneously so high volume offices never lose a document to a busy line.
- Your team can fax from anywhere. Send and receive on any device without being tied to a physical machine or a specific office location.
- Your fax number stays the same. Nothing changes for your clients, partners, or regulatory contacts.
- Your hardware and line costs disappear. Eliminate fax machines, toner, paper, and phone line fees entirely.
- Everything is managed in one place. Your fax number sits alongside your phone system in a single portal with one bill and one support contact.
Managing fax is getting even simpler. All fax services; Internet Fax, Portal Fax, Physical Fax, and UC Analog, will soon be accessible from a single unified portal. One login, one dashboard, and one place to manage every fax number, transmission, and account across your entire organization.
Experience the Difference Today
Fax is not going away for regulated Canadian industries. What is going away is the aging infrastructure it has always depended on. Traditional phone lines are being decommissioned, costs are rising, and businesses still dependent on copper are running out of time to act.
Internet Fax gives Canadian businesses a secure, cost-effective way to keep fax as part of their workflow without the hardware or compliance risk of staying on a system that is being phased out. It integrates directly into your existing phone system, keeps your fax number intact, and ensures every transmission meets Canadian privacy standards.
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