Online Fax Security Explained
Does your company still use a fax machine? As businesses rely more heavily on email and internet to do business, some have questioned whether faxing is becoming obsolete.
Even with the ease and speed of the internet, there are still many instances when you must transmit documents with handwritten signatures, such as contracts and consent forms. In addition, your company probably has customers and clients in areas without internet access, who continue to rely heavily on faxing for their everyday business needs.
Online faxing services can help you stay connected with all of your customers, while improving your company’s bottom line in a number of ways.
Online faxing eliminates the need to buy, maintain, and repair a fax machine. Your company will also save significantly on the cost of paper and toner, because the user will decide which faxes need to be printed, if any.
Sending and receiving faxes online does not incur long-distance telephone charges. In fact, switching to online faxing will eliminate the need for, and cost of, a dedicated fax telephone line.
With online faxing, incoming faxes can be routed to multiple email addresses at once - saving your staff the labor of routing a paper copy through the office (and risking it getting buried on someone’s desk!)
Online faxing allows for sending and receiving multiple faxes simultaneously, all from the user’s desktop. Your staff will not have to stand around and wait for a telephone line to clear, fill paper trays, or clear paper jams.
Failed transmissions will be resubmitted automatically, and confirmation pages can be sent to the user’s email address, saving your staff the time they used to spend “babysitting” a fax transmission.
Internet-based faxing services give your employees the ability to view, send and receive faxes from their mobile devices as well. This feature is particularly useful for employees working off-site or outside of normal business hours.
Additionally, faxes will be received and stored whether your computers are turned on or off; faxes will not be missed due to power outages or an unattended fax machine running out of paper or toner.
Ease of Use
Many online fax services give you the option of porting your existing fax number to the new system, saving you the hassle of notifying your customers of a new fax number. The user interface for online faxing is similar to most email programs - this will shorten the learning curve significantly for your employees who are already comfortable with their email programs. Faxes can also be routed directly to their existing email accounts.
Fax Indexing, Managing and Storing
Online faxing services offer an additional benefit: document management. Faxes can be viewed, indexed, sorted and archived online for later retrieval, according to each company’s needs. Faxes can also be downloaded or printed locally, if the user wishes.
Security and Confidentiality
Online fax transmissions are more secure than faxes sent over telephone lines because they are encrypted before they are transmitted. They are additionally protected by your company’s existing computer security protocols.
Confidentiality is a concern to any business, and online faxing provides better protection of your client’s private information. Because the fax is going to an electronic file, there is no paper copy lying around on a fax machine, on a desk, or in a shred bin, where it can be seen by unauthorized eyes. This is especially helpful in workspaces that are visible to the public, such as a busy doctor’s office.
Choosing a Subscription
Most online fax providers offer a number of different subscription plans with different features and prices. Study your company’s current fax usage, volume, and routing procedure. Once you have a good feel for how your company utilizes faxing, you will be able to choose the subscription plan that best matches your company’s needs and budget.