The eFax Blog
Imagine the following scenario; a young lawyer needs to send the court some important documents that are critical to her case. However, there’s a problem; the court clerk only accepts documents by fax and the lawyer, due to a paper jam, doesn’t get the fax sent in time. Her inability to satisfy the administrative rules have potentially put her case in jeopardy.
When it comes to communicating within the legal and business industries, faxing is still the preferred method of communication.
Despite being perceived as an outdated medium, fax has stood the test of time and is used by many industries as their primary means of data transferal. The reason for this is because of fax’s undeniable security and reliability, as well as its elevated status as one of the most legally binding communication tools available today.
In many different industries, but particularly in the legal sector, fax is the most-used medium of communication. In both business and legal circles, many documents still have to be printed and managed in hard copy. This is especially true for contracts, which require an authorised signature or company stamp in order for them to be deemed valid.
As the world’s leading cloud faxing service for small, medium and large organisations, we receive many enquiries about our online service. And some of the most commonly asked questions are regarding concerns with faxing over VoIP.
Businesses that have made the switch to a VoIP infrastructure often wonder if they will continue to send and receive faxes reliably. And while technically it is possible to fax over VoIP, it’s not without its fair share of problems.
VoIP faxing is an undependable method of communication and often falls flat in terms of reliability and efficiency. Your messages may go undelivered, especially with longer documents of more than a couple of pages.
When we think about sending emails, we envision a high tech and complex communications system which doesn’t leave a physical trace. This modern day means of sending messages, the natural progression of traditional letter sending, would beggar belief to those who worked in the business world only a single generation ago, such a game changer that it is.
With no need for paper, ink, toner or printers, receiving an email is a far cry from what business people had to go through when sending and receiving messages via email’s paper-based ancestors. By contrast, what typically comes to mind when thinking about sending faxes is quite the opposite of the streamlined and efficient process that is sending a simple email message. Here, we stereotypically think of a slow and laborious process, involving all sorts of time, labour and physical resources.
From reading our most recent blog post, “How Cloud Faxing Works”, you should have a fairly good understanding of, not only, how cloud faxing can work for your company, but also of the technical rationale behind it. eFax Corporate offers businesses a wide range of flexible fax solutions and add-ons that will positively impact your company’s overall communication processes.
For now, let’s focus on the types of practical solutions eFax Corporate can offer your business and how you and your employees can seamlessly integrate cloud-based faxing into your day-to-day workflow, in addition to sending and receiving faxes through your office email accounts.
For many organisations, cloud-based fax services are a fairly vague concept. Terms such as “internet fax”, “fax via email,” “online faxing” and “the cloud” often appear online, but what many companies don’t realise and fully comprehend is the technical rationale behind online faxing.
In the broadest sense of the term, cloud faxing allows users to send and receive documents through an email program or web portal, without the need for any on-premises hardware or software. Given that email is one of the most familiar tools used in worldwide offices today, moving business operations toward cloud-based faxing services allows a company to seamlessly integrate online internet faxing into an existing email communication thread.
One of the many benefits of working with eFax Corporate is the level of security and data protection that we offer. For those involved with sensitive or highly confidential information, a secure communications network is vital, particularly for the legal, finance and medical industries.
But what many businesses don’t realise is that the level of protection a cloud faxing service offers can vary depending on the type of encryption that is employed.
Healthcare professionals will be all too familiar with the data security procedures involved in patient confidentiality, but your office’s technical equipment may unintentionally putting your organisation at risk.
Patient information and confidentiality is strictly protected under the NHS Act, the Health and Social Care Act, the Data Protection Act and the Human Rights Act. While once an office stalwart, your fax machine can leave highly-confidential patient data at risk of being accessed, lost, or stolen by unintended parties.
Faxing is still necessary for millions of businesses, even in our modern, Internet era. Industries like healthcare, legal, real estate, financial services and manufacturing all rely on faxing, sometimes every day, to operate their businesses.
In addition, multi-function printers (MFPs) are still widely used across the country. In fact, IDC, a research organisation, stated that as recently as 2014, 17 million MFPs were sold annually. This bodes well for many businesses, as MFPs are the perfect alternative to using a fax machine if you need to send a paper fax, but have already transitioned your business to cloud faxing.
A common question we receive at eFax Corporate is: “How can I send a paper fax if we use cloud faxing and have eliminated our fax machines?” The answer is simple: Use your MFP.
IT Managers and CIOs (Chief Information Officers) often come to us looking to find a solution to their faxing problems. Many organisations’ high volume.
The obvious solution to such problems is to migrate your business’s fax infrastructure to a cloud-based faxing solution. And while most companies know this is entirely possible, either by sending or receiving faxes by email, a web-interface or mobile application, they ‘re often not aware of what the process looks like.
For many years, IT departments around the world used in-house fax servers to help centralise their respective companies’ day-to-day faxing schedules in terms of both management and general monitoring, as well as data security. At the time, this type of system was considered to be high-end in terms of technology. However, as time moves on and technology becomes increasingly advanced, there are signs that this type of fax server architecture is becoming increasingly outdated and less efficient when compared to more modern systems.
Communication is one of the most important areas that every business needs to pay special attention to, irrespective of their size. With the ever-increasing need to send and receive faxes, the installation and maintenance of fax equipment can prove to be costly for any business across the United Kingdom.
However, one of the easiest ways to overcome these problems is to switch to an online service. By replacing your office’s dedicated phone line, machine and array of supplies with a web fax service, you can instantly save your business thousands of pounds. Internet faxing is your ideal communication’s solution and additionally it’s one of the easiest ways to save on office costs.
Bulky, expensive and fixed in one place are often the terms used to describe the fax equipment of the not-so-distant past. Almost half a century after the first “modern” fax apparatus was introduced, the humble machine has undergone a complete overhaul.
Today the fax machine has evolved to cater to a more mobile and decentralised business landscape. Thanks to technology, faxing has now become portable and accessible on all modern smartphones!
In an era of highly advanced business communications, proven by the numerous innovations that emerged in recent years, it would be easy to assume that faxing will soon be extinct.
However, while modernisation has indeed made different forms of communication obsolete in the past, faxing still holds a distinct place in business, especially with companies based in the medical, financial or legal industry.
From Land's End to John o' Groats, businesses up and down the country rely on efficient and easy-to-use communication systems. Whether it’s email, phone or fax, your communication solution needs to fit your business’s needs. An integral part of how your company functions, no business can survive without a solid communication’s plan.
And whilst 100% essential, a decent communication network can be a huge expense for organisations to bear. Luckily, eFax offers an easy way to keep your overhead costs down, while still enjoying top-quality communications tool and by subscribing to an online faxing service you’ll significantly reduce your expenses.
Traditional fax machines do a great job of sending and receiving faxes, however it can prove to be a costly piece of office equipment to run in the long-term.
Our figures, based on your calculated average usage over the course of one year, show that a single fax machine can cost more than £600 a year to keep running.
The £600 sum includes the one-off costs of buying the hardware, as well as line installation, rental, ribbons and electricity and this is all before factoring in the cost of general maintenance and depreciation over time. Not to mention that the mountains of paper, storage space, filing systems and extra manpower required can all prove to be even costlier than expected.
Business owners across the country are always in search of ways to reduce their mounting communication costs. While phone lines and mobiles are essential for your business, one of the most expensive areas when it comes to communication is fax.
One of the first expenses you’ll encounter when using a traditional machine is the initial installation cost. Calling out a technician to get your machine up and running can make a significant dent in your communication budget and that’s before you even get started.
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