Even though email has grown quite popular, faxing has not faded as much as some would have predicted.
Most companies still utilize fax because it is a self-service technology with minimal IT interaction. Given its important role in the day-to-day movement of documents, how can we enhance faxing even further? The answer is by automating it through faxing software.
Accelerating Traditional Faxing
In the areas of compliance, or business continuity planning, for example, it is crucial that documents be delivered accurately and in a timely fashion. Fax software allows companies to route outgoing fax jobs from their line of business systems, as opposed to printing out a document and loading it onto a fax tray. Also, the sender’s information is taken directly from the line of business solution and eliminates the need to manually input fax information. Such sender information can be stored in a central fax book for future reference. These fax software features lower the probability of human error and speed up the fax workflow process significantly.
Boosted Document Collaboration & Security
With fax software, saved information is protected from any hardware issues because it is housed digitally and not directly on a fax machine. In addition, a central repository is provided for fax jobs, enabling documents to be shared amongst an entire organization. As an added layer of security, fax software is able to trap incoming fax jobs with sensitive information and place them through a review process. In other words, fax jobs can be stored for an extended period of time, and later on purged.
A Value Purchase For Any Business
Fax software is considerably cost-effective. Every fax machine requires a fax line, and once you start factoring in the expense of keeping these fax lines active, the operational costs will begin to add up. On the other hand, centralized fax software only requires a single fax line. By purchasing a Windows 2012 Server, Microsoft Fax is already pre-installed into the hardware for free–lowering your total cost of ownership even further.
It is apparent that using fax software as opposed to multiple fax machines will not only improve your company’s faxing efficiency, and protect your sensitive documentation, but it would also be more cost-effective in the long run.