Faxing remains standard practice in many companies, despite there being more convenient and secure alternatives to this classic form of analog communication.
According to a representative survey by the digital association Bitkom among companies with 20 or more employees, over three-quarters of businesses in Germany (77 percent) still use fax machines to transmit documents occasionally. The study, presented in Berlin, surveyed 604 companies.
However, comparison data shows a slow but steady decline in fax usage. A year ago, 82 percent of surveyed companies reported still using fax machines. This figure was 88 percent in 2022, 92 percent in 2020, and as high as 95 percent in 2018.
The intensity of fax usage is also decreasing steadily. A quarter of companies (25 percent) still use fax machines frequently or very frequently. This number was 33 percent last year and a significantly higher 62 percent in 2018.
“The change is surprisingly slow”
According to the digital association, Bitkom, the pace of change is not fast enough. “Although fax usage in German companies has been declining for years, the pace of change is surprisingly slow. Especially considering that there are now more comfortable and secure ways available,” said Bitkom expert Daniil Heinze.
Alternatives to faxing include digital signatures, the EDI standard, or specific email formats that provide legally secure delivery confirmations. “To replace long-established fax processes with these more efficient and secure alternatives, there needs to be a willingness on all sides to question existing solutions and acquire new digital expertise,” he added.
Many companies consider faxing necessary for communication with authorities
However, this message has not yet reached many companies. Among companies still using fax machines, 56 percent state it is essential for communication with authorities. Additionally, 43 percent consider faxing to be more secure than traditional mail.
Furthermore, 35 percent continue to use fax machines because of well-functioning and established communication processes. Another 27 percent fax out of habit or because they typically require delivery confirmation.
For companies unable to abandon fax machines, Bitkom expert Heinze recommends transitioning to digital fax machines that transmit data over the internet instead of traditional phone lines. “Compared to standard email, digital fax often provides automatic receipt confirmation, is less susceptible to tampering, and is suitable for legally secure communication,” he concluded.
