Transitioning from Traditional to Cloud Faxing with eGoldFax

Is Faxing Still Relevant in a Cloud-First World?

For organizations in the healthcare, education, legal, and government sectors, the answer is yes. Faxing remains a critical method of transmitting secure documents, but the old analog method doesn’t meet the needs of today’s digital, mobile, and compliance-driven workplaces.

That’s why Doceo proudly partners with eGoldFax—a cloud-based fax solution that modernizes secure document transmission without relying on analog phone lines or traditional fax hardware.

Let’s break down the real questions organizations are asking—and the facts that help answer them.

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What Is eGoldFax?

eGoldFax is a secure, cloud-native fax platform that works with your existing infrastructure—email, multifunction printers (MFPs), or desktop applications. It eliminates the need for:

• Physical fax machines
• On-site fax servers
• Analog phone lines

Instead, it uses encrypted internet protocols to send and receive faxes digitally, improving compliance, security, and ease of access.

Key Features:

• No hardware required
• Works with any MFP that supports scan-to-email
• Send/receive from email, browser, or mobile
• Secure, encrypted transmission (TLS & AES-256)
• Audit trail and user tracking
• Scalable across locations and departments

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Why Are Organizations Moving to Cloud Faxing?

Here’s a fact-based look at the common issues driving this shift:

Pain Point	Traditional Fax	eGoldFax
Analog phone line dependency	Requires an analog line or a costly ATA device	100% cloud-based—no analog line
Security & compliance	Often lacks encryption or audit trail	Fully encrypted, HIPAA/FERPA-ready
Remote work compatibility	Tied to a physical location	Send/receive from anywhere
Maintenance costs	Ongoing repairs, consumables	No hardware to service
User access & control	Limited to one user/device	Multiple users with role-based access

Bottom line: eGoldFax is built for security, scale, and flexibility—without the overhead of legacy fax systems.

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Is Cloud Faxing Secure?

Yes—and here’s how that’s backed up:

1. TLS 1.3: All fax transmissions are encrypted in transit using Transport Layer Security.
2. AES 256-bit encryption: Stored fax data is protected with bank-grade encryption standards.
3. Audit trails: Every fax action is logged with user identification, timestamps, and delivery status.
4. Role-based permissions: Admins can define access levels and view permissions per user or group.

No analog vulnerabilities: Digital routing reduces exposure to line tapping or device theft.

These features align with compliance frameworks like HIPAA, FERPA, GLBA, and SOX.

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How Does eGoldFax Integrate with My Office Setup?

This is where Doceo helps you bridge the gap between old and new.

With eGoldFax, you can send and receive faxes from:

Your email inbox (e.g., Outlook or Gmail)

1. A secure web portal
2. Any MFP with scan-to-email capabilities
3. Mobile devices for remote teams

There’s no need to change your MFP hardware. If you’re already using Doceo-managed print solutions, we can configure the integration quickly and securely.

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What Are the Cost Implications?

eGoldFax helps reduce operational costs in multiple ways:

• No phone lines – Eliminate recurring analog line charges.
• No fax hardware – Avoid the need to buy, maintain, or replace fax machines or servers.
• Less IT involvement – eGoldFax is centrally managed with minimal maintenance.
• No toner, paper, or service calls – All faxes are digital.

While ROI varies based on usage, many organizations find the monthly cost of eGoldFax is less than maintaining a single analog line and fax machine.

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Who Is eGoldFax For?

eGoldFax is widely adopted in industries where security, compliance, and accessibility are non-negotiable. Common use cases include:

1. Healthcare – Send and receive PHI without risking HIPAA violations.
2. Education – Handled student records and parent communications securely under FERPA.
3. Legal – Transmit contracts or sensitive documents with built-in audit trails.
4. Finance & Insurance – Comply with GLBA or SOX by ensuring secure document transfer.
5. Government – Remove analog faxing from secure facilities while maintaining traceability.

It’s also ideal for any business with remote staff, distributed teams, or multiple office locations.

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Why Choose Doceo for eGoldFax?

As a certified eGoldFax partner, Doceo provides full implementation, training, and support—so you’re not navigating cloud faxing alone.

What Doceo brings to the table:

• Consultation & Needs Analysis – We assess your current fax usage, infrastructure, and compliance goals.
• Integration Services – We connect eGoldFax to your email environment and MFPs.
• User Training – We provide staff onboarding for a smooth transition.
• Ongoing Support – Our team is here to assist with configuration, reporting, or scaling as your needs grow.

And because faxing is often just one part of your document workflow, Doceo ensures that eGoldFax integrates with your broader managed print and document security strategies.

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Final Takeaway: Faxing Doesn’t Have to Be Outdated—or Risky

Faxing is still necessary for many industries, but analog lines, legacy machines, and patchwork solutions no longer cut it.

With eGoldFax, you can:

• Improve document security
• Eliminate outdated hardware and phone lines
• Enable remote and hybrid teams
• Gain centralized control over fax workflows
• Reduce costs and streamline operations

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Let’s Talk About Replacing Your Fax Machine

Contact Doceo today to find out how eGoldFax can be integrated into your environment.

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