Optimizing Fax Management for Data-Driven Insights

13 January, 2024 12:00:00 AM by Hostroy in Technology

Poor-quality faxes often result in errors and misinterpretations of crucial information, causing delays and costly mistakes, especially in industries like healthcare that heavily depend on accuracy and precision. Thus, ensuring optimal quality when faxing is vital to avoid potential setbacks.

This post will share valuable tips and best practices for improving fax quality. Additionally, it would be best to consider the factors affecting how your faxes appear on the recipient's end. Minor issues like low ink levels or incorrect settings can prevent clear and legible fax transmission.

Why Is Data-Driven Decision Making Important?

The worldwide volume of generated data is projected to reach 181 zettabytes by 2025 (1 zettabyte equals 1,000,000,000,000 gigabytes). As a result, there is an increasing demand for AI-driven data management and structuring. Manual data management poses a significant challenge as it is time-consuming, rendering insights from data obsolete by the time the process is finished. The lower the delay in data transfer between all participants in the workflow, the more accurate your data-based view of the situation will be.

Steps Toward Data-Driven Decision-Making

Consider optimizing fax management if you're looking to embark on data-driven decision-making. If you look at the issue of data-driven decision-making, it can be divided into stages:

Define your goals: Clearly articulate your areas of interest and establish measurable objectives before diving into technology investments.

Identify data sources: Explore real-time data from the web, existing databases, social media, surveys, and more.

Build or purchase a data processing solution: Seek assistance from a data engineering company or opt for an off-the-shelf solution.

Extract value from data: Secure support from executives and apply the acquired insights to address weaknesses in your business. Gradually shift your team's decision-making mindset.

Foster a data-driven culture: Justify your strategic decisions with data and make data analysis a routine. Nurture an approach grounded in data for market research. Remember, a data-driven approach must align with your company's mission and adhere to ethical standards.

How to Improve Fax Data Extraction?

#1 Use Modern Online Fax Services

To provide data-driven fax management, you need maximum document quality and high speed of delivery. The simplest and most effective solution is the fax app. You can scan a document or take a digital version of a document and send it directly from your iPhone. You should check this to experience the benefits of fast fax delivery. The iPhone camera offers photo resolution good enough to be used for any purpose. This even applies to AI text recognition.

#2 Prefer Uncompressed Codecs

Use codecs that do not employ compression, like G.711, whenever possible. Those that do, such as G.729, can distort analog fax signals, leading to errors or failed faxes. Check our recent article on voice codecs for more information about which codecs employ compression.

#3 Reduce Fax Machine Transmission Speeds

Most fax machine models allow adjustment of transmission speed settings. Fax machines typically offer baud rates ranging from 2400 to 28800 bps or higher. To enhance reliability and minimize transmission errors, consider lowering the baud rate to 9600 or 4800 bps, as it minimizes transmission times.

#4 Check the Resolution Settings

Ensuring high-quality transmissions requires adjusting the resolution settings of your fax machine. Choose the appropriate resolution based on the document you are transmitting. Once you have made the necessary adjustments, send a test fax to check the quality. It is advisable to use higher-resolution faxes to transmit documents with detailed images or small fonts.

What Affects Fax Quality?


Various factors contribute to the quality of a fax, including:

Paper quality: Poor or low-quality paper can cause print issues like blurry or smudged text and may increase the likelihood of paper jams.

Ink levels: Low ink levels can lead to faded or missing text and images in faxes. Checking ink levels before sending important documents is recommended to avoid last-minute problems.

Resolution: Higher-resolution faxes can produce more explicit text and sharper images.

Connection quality: The quality of the telephone line or internet connection directly affects the clarity and legibility of faxed documents. A poor connection can result in blurred or distorted text.

Fax machine settings: Adjusting settings like brightness and contrast can impact fax quality. Avoid over-adjusting these settings or use the default settings provided by the fax machine.


Traditional faxing systems suffer from a lack of visibility and control. Most providers rarely assess their faxing practices despite being a primary communication channel. They remain unaware of the number of faxes received, who handles them, or their accuracy. Moreover, these systems fail to generate comprehensive reports on individual fax progress or provide insights into overall volume.

We strongly urge you to address these essential questions and switch to digital fax. Simply discarding your fax machine is insufficient; a comprehensive evaluation of your entire faxing process is necessary to ensure optimal efficiency and productivity by adopting appropriate technology. By the way, digital faxes do not have many inherent problems in fax machines.


We Build Tools with Love for Student's , Businesse's, Writer's,SEO Expert's & Common People.

Keep in Touch


Street: P.O.Box 55789, Dubai, UAE

Subscribe to our Newsletter

You may like
our most popular tools & apps

Copyright © 2024 Entiretools.com. All rights reserved.