As a government employee, enmeshed in the bureaucracy:

This is the way.

The problem is that it took Karen zero effort to say “we only accept fax”. She doesn’t care about how much effort it takes you you — in fact, as implied, it taking you a tremendous amount of effort actually reduces her effort. In order to make a dent, you have to figure out a way for the idiotic policy to impact the person making and/or enforcing it. That’s the only way it ever changes.