Believe it or not, we still receive enquiries from people who are told they must send documents by fax.
Sometimes this is because an organisation overseas insists documents be sent “from the original.”
Other times people are told fax is the only recognised way their documents can be received.
While these requests do still happen, it’s important to understand what faxing really is — and the risks involved.
A warning about fax technology
Fax is over 40 years old technology.
It was effectively replaced by modern digital communication more than 30 years ago.
Despite this, some organisations continue to rely on fax out of habit, policy inertia or misunderstanding — not because it is safer or better.
In fact, faxing can expose you to serious privacy and security risks.
Many traditional fax machines store copies of documents internally or on consumables such as thermal ribbons. These can retain readable copies of everything ever sent — including:
- Names
- Addresses
- Phone numbers
- Email addresses
- Identification documents
- Financial or medical information
Second-hand fax machines and disposed consumables have been shown to contain large volumes of recoverable personal data. In the wrong hands, this information can be used for identity theft, fraud or information harvesting.
Be cautious — some requests are dubious
If someone is insisting you fax sensitive personal documents, you should stop and ask why.
Requests to fax identification or personal records are sometimes used as a way to:
- Harvest personal information
- Bypass secure submission systems
- Shift liability away from the receiving organisation
In almost all cases, there is a safer alternative — such as secure portals, encrypted email, verified upload services or digital identity systems.
Our advice: find another way
Before sending anything by fax, ask the receiving organisation if there is another way to submit the documents securely.
Modern alternatives are almost always available — and far safer.
If you are absolutely stuck
If you are 100% unable to avoid faxing and need guidance, we can help.
We can send a fax on your behalf only after clearly explaining the risks and ensuring you understand what information is being transmitted and why. We will not proceed blindly or without appropriate warnings.
If you need advice, contact us first — don’t send sensitive personal information without understanding the consequences.