The facsimile machine, or fax for short, is another outlet for internal and external communication that this clinic relies on. According to Kurtzman (1993), “It works by converting all the paper documents in the digital format and then reconverts digital message into paper format. The fax machine uses an analogue modem to convert the digital image into sounds and transmit over phone lines” (p.8). In business communications, facsimile machines have become common. Though the introduction of scan and send technology through e-mail systems may have decreased the practicality of fax machines somewhat, they remain a prevalent means of transmitting paper documents from one location to another. While owning a fax machine has its benefits, there are also disadvantages related with depending upon this document-sending tool. One advantage of the facsimile would be the transfer of documents in a rapid manner. The fax machine can rapidly send messages internally and externally without requiring the sender to cover ground or use costly document transportation companies. Another advantage would be proof of retrieval. Because fax machines provide senders with a receipt after the document has finished moving through the fax process, the user has some evidence that he did, in fact, send the document he claims to have. One disadvantage of the facsimile is technology failure. Fax machines can fail, just like all technological outlets. If an organization relies on the machine and it fails to perform its job, important business matters could be delayed and the company will have to come up with a solution for its repair. Another disadvantage is security challenges. Some individuals have conceived ways of extracting information from old fax machines or discarded printing cartridges. Whenever someone transmits a document, there is a chance that an unsavory individual could gain access to the data, possibly putting your companies at risk.

Kurtzman, J. A. (1993). Don't Fax Me, I'll Fax You. Harvard Business Review, 71(2), 8-9