Question 1

Are faxed documents covered by the Tennessee Public Records Act?

Accepted Answer

A faxed record held by a Tennessee agency can be subject to disclosure under the Tennessee Public Records Act and to the state's retention schedules. Send FAX Mail stores complete transmission logs and document copies, so producing a record in response to a request is a search rather than a hunt through paper. That also supports the standards the Tennessee Department of Administration applies to official documents.

Question 2

Will agencies like the Secretary of State's office accept a fax sent this way?

Accepted Answer

Yes. State offices including the TN Secretary of State accept fax for filings, permit applications, and interagency correspondence. Send FAX Mail returns a confirmation page proving the submission reached its destination at a specific time. That confirmation is what you keep for the agency's own records.

Question 3

How much does this save compared with maintaining fax machines across county offices?

Accepted Answer

Plans start at $12.99 per month, which is well below the cost of physical machines, toner, and dedicated phone lines spread across multiple offices. Larger agencies can move to volume plans and hold several Tennessee numbers at no extra charge. There are no per-page charges; an office that reaches its monthly allowance steps up to a larger plan.

Question 4

Can multiple departments share access without one shared machine?

Accepted Answer

Each office works from its own account and email, so a department does not have to walk to a single hallway machine to send or retrieve a fax. Incoming faxes land in the inbox and the dashboard. That keeps interagency correspondence moving without a bottleneck at the hardware.

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