Is 'FAX is outdated' really true? OFFICE110 reveals real-world office conditions after digitization based on 77 multifunction device consultations

OFFICE110, operated by Bell Technos Inc., analyzed consultation data from December 7, 2022, to February 28, 2026, regarding fax functionality in multifunction and copier devices.

Out of 851 new inquiry logs, 77 cases (approximately 9.0%) were related to fax, revealing that even in today’s digitized environment, fax functionality remains a necessary consideration depending on industry and client operations.

This survey aims to help SME managers and businesses planning office relocation or equipment replacement by clarifying often-overlooked aspects when deciding whether to retain fax functions, thereby preventing misunderstandings about number changes, line configurations, and reception methods after installation.

Background of the Survey

When introducing multifunction devices (copiers), not only printing, copying, and scanning functions but also the presence of fax functionality can be a critical factor depending on the industry. Actual inquiries included requests such as “looking for a multifunction device with fax,” “wanting to confirm if our current fax number can be retained,” and “wanting to receive faxes digitally instead of on paper.”

The reason is that even as companies digitize internally, fax usage persists due to client requirements and industry practices. In particular, industries such as healthcare and welfare, legal and professional services, real estate, construction, manufacturing, and wholesale/retail still rely on fax for exchanging application forms, purchase orders, contract documents, and on-site confirmation forms.

However, even when fax functionality is required, continuous paper output is not always necessary. Options such as printing only after reviewing received faxes, saving to a PC, or forwarding via email allow for reduced paper usage.

To better understand these realities, OFFICE110 conducted a survey analyzing consultation trends from December 7, 2022, to February 28, 2026, focusing on fax-related inquiries during multifunction device procurement.

Survey Result 1

Analysis of 851 multifunction device-related inquiry logs revealed 77 cases related to “fax,” accounting for approximately 9.0% of total inquiries.

This shows that even in today’s digitized environment, a significant number of multifunction device consultations still involve checking fax functionality.

Fax-related inquiries are not merely about whether a fax-enabled model exists. In reality, they are closely tied to post-installation operational checks, such as whether the existing fax number can be retained, whether telephone and fax lines can share a single line, whether received faxes can be managed digitally instead of on paper, and what is included in maintenance contracts and setup fees.

Survey Result 2

In fax-related multifunction device consultations, concerns were confirmed not only about the presence of fax functionality but also about reception methods, number continuity, line configuration, and maintenance costs.

After organizing consultation records, common concerns included:

- “Want to reduce paper usage” Instead of printing all faxes, users want to switch to printing only when necessary, digital reception, or saving to a PC

- “Uncertain about number continuity” Want to confirm whether current phone and fax numbers can be retained after relocation

- “Uncertain about line configuration” Want to know if telephone and fax can share one line, and whether there are risks during simultaneous use or when the line is busy

- “Uncertain about maintenance costs” Want to evaluate both used and new devices, including maintenance contracts, counter fees, and setup costs

These findings indicate that fax-related inquiries are not merely about the availability of fax-enabled devices but are operational checks covering paper reduction, number continuity, line sharing, and maintenance and setup costs after installation.

Especially in today’s digitized environment, fax remains in use due to client requirements and industry-specific workflows. Therefore, when introducing multifunction devices, it is crucial to confirm not only whether fax functionality is needed but also which operations require fax, whether paper output is necessary, whether numbers can be retained, and whether line configurations are compatible.

Insights from the Survey Results

This survey revealed that fax-related inquiries are not simply about whether to keep an outdated communication method.

The reason businesses consider fax-enabled multifunction devices is not only because they actively want to continue using fax, but also because fax cannot be immediately eliminated due to client and industry-specific workflows.

Additionally, consultation content revealed concerns about post-installation operations, such as wanting to reduce paper output, retain current fax numbers, confirm compatibility with telephone lines, and ensure reliable maintenance support in case of malfunctions.

Therefore, when introducing multifunction devices, it is important to compare not only the presence of fax functionality but also the specific operations using fax, client workflows, reception methods, number continuity, line conditions, network environment, and maintenance coverage.

Comment from the Supervisor

Kazuhiko Chijiba, Sales Department Manager, Bell Technos Inc.

Fax is often judged as unnecessary because it is “outdated,” but in actual business environments, it still needs to be considered depending on client and industry operations.

What’s important is not to decide upfront whether to keep or eliminate fax, but to clarify which operations use fax, who sends it, whether paper output is required, and whether the current number needs to be retained.

The reason for publishing this survey data is to enable business managers procuring multifunction devices to compare not only functionality but also post-installation aspects such as line configuration, number continuity, and maintenance support.

We believe that organizing fax usage conditions before requesting quotes leads to transparent proposals and prevents post-installation mismatches.

▼ Full report of this survey (detailed charts and explanations) is available here:

https://office110.jp/copy/knowledge/point/fax-consultation-data-analysis/

Company Overview and Contact Information

Company Name: Bell Technos Inc.

Service Name: OFFICE110 (Office 110)

Representative: Daisuke Nakajima, CEO

Headquarters: 6F TS Building, 3-11-3 Yakuin, Chuo-ku, Fukuoka City, Fukuoka Prefecture

Business Activities: OA equipment sales, installation, maintenance, and media operations

【Press Contact for this Release】 OFFICE110 (Office 110) URL: https://office110.jp/ Phone: 0120-595-110 Contact Form: https://office110.jp/contact/

Bell Technos Inc. URL: https://www.bell-group.co.jp/ Phone: 092-791-4163 Contact Form: https://www.bell-group.co.jp/contact/

Survey Overview

- Survey Organization: Bell Technos Inc. (OFFICE110)

- Survey Target: New inquiry logs received by OFFICE110 regarding multifunction device procurement, office setup, new installations, quotations, maintenance, and counter fees

- Valid Responses (Sample Size): 851 cases

- Survey Period: December 7, 2022 – February 28, 2026

- Survey Method: Keyword analysis and categorization of inquiry content