Although associated with traditional office communication, the fax machine continues to play a significant role in the United States economy. By 2026, this technology has evolved, effectively bridging traditional devices with modern digital, mobile, and cloud-based services.
- Fax usage in the US in 2026: healthcare, legal, government and finance
- From fax machines to cloud and mobile fax apps: technology, security and compliance
Fax usage in the US in 2026: healthcare, legal, government and finance
Despite the development of digital technologies, the fax machine remains in use in the United States, particularly in settings where documentation is exchanged with multiple parties that rely on different systems. In the healthcare sector, it is used to transmit patient records and insurance information. Law firms, financial institutions, and government agencies also utilise fax, as they must adhere to established document-handling procedures and require confirmation of receipt.
Data from the U.S. Office of the Assistant Secretary for Technology Policy show that, as of 2025, 40% of hospitals were still transmitting medical records via traditional mail or fax. While the fax machine has not disappeared, it has entered an era where it can also be utilised in a digital format. Instead of printing documents and relying on a dedicated physical device, one can use a mobile solution—such as mFax—which allows for the preparation and transmission of documents directly from a phone or other device. Such a solution facilitates remote work and reduces the need to produce numerous paper copies.
From fax machines to cloud and mobile fax apps: technology, security and compliance
Modern fax services combine traditional equipment and capabilities with digital document workflows. Users can send PDF files, scan documents using a smartphone, receive faxes on mobile devices, and track the status of their transmissions.
In the healthcare sector, compliance with HIPAA—the U.S. regulations governing the protection of health information—is critical. A fax machine alone does not guarantee that such information will remain secure. Therefore, organisations must verify the recipient’s number, restrict third-party access to documentation, and implement both technical safeguards and internal procedures.
A cover sheet is also important when sending documents. In the event of a misdirected transmission, such a cover sheet can help mitigate the risk of unauthorised data disclosure. Practical tips on how to prepare a cover sheet can be found at mfax.to.
HIPAA does not mandate the use of a cover sheet for every fax; it serves as a precautionary measure. Compliance with regulations is determined by the information processing workflow, access controls, encryption, and ensuring that faxes are sent exclusively to authorized recipients. Using mobile applications can simplify and streamline this process, while also ensuring that documents reach the intended recipients and are properly encrypted.
In 2026, the fax is not disappearing – rather, it is adapting to the digital economy. In many institutions, mobile and cloud-based solutions serve as an important transitional stage between traditional communication and fully digital document exchange.
