Cost, clutter and loss of productivity associated with traditional faxing are just a few of the problems facing companies that still use a fax machine today. Fortunately, there are several ways to tackle the traditional fax problem without spending big money. Thanks to new technology, receiving or sending a fax can be as easy as the click of a mouse. After all, you don’t expect your employees to go to the printer to get their emails. So why should they wait for a fax?
Contrary to popular opinion, faxing continues to be an important aspect of conducting daily business. In industries such as financial, legal, mortgage, sales, health et al, usage still remains high for the quick exchange of documents and authorization retrieval. In addition, the Health Insurance Portability & Accountability Act, Sarbanes-Oxley Act of 2002 and Gramm-Leach-Bliley Financial Services Modernization Act have driven up the need for documents to be created and saved.
To find an alternative fax method, look for what is generally referred to as desktop, digital or virtual faxing solutions. Available as either an in-house solution or through an outsourced ASP, these services offer far more features and capabilities than traditional faxing.
For example, a significant benefit of desktop faxing is that employees can send and receive faxes by email. Whether you’re waiting for a meeting to begin, holding a PDA while you’re talking with colleagues, networking at a business function, traveling or sitting in your office, “virtual faxing” lets you access material from any desktop, laptop or wireless device connected to the Internet.
It’s little wonder that businesses are increasingly recognizing the convenience that desktop faxing offers, not to mention the productivity gained by employees no longer having to constantly make trips to their fax machines. Furthermore, desktop faxing can put an organization one step closer to having the “paperless office” that management strategists have touted for years. It won’t single-handedly eliminate all your paperwork, but it can slash paper costs, eliminate clutter, and reduce the headaches that can come from losing, misrouting or misplacing paper faxes.
Another major benefit desktop faxing offers – every employee can get his or her own dedicated fax number. Depending on the provider, a choice of local or even toll-free numbers is often available. Moreover, a desktop faxing solution not only eliminates the need for a dedicated fax phone line, but also saves you the costs of hardware and fax supplies. Firms can control their costs even more by monitoring individual usage. And productivity often increases because employees no longer have to spend time maintaining machines or waiting endlessly for a paper fax transmission.
Protecting customer’s privacy within an organization is key. That’s why providing employees their own dedicated fax numbers is one of the other major benefits of desktop faxing. Desktop fax transmissions which are encrypted in accordance with GLB standards, offer unparalleled privacy, while traditional faxes often arrive in full view of anyone who happens to be near a fax machine.
Having realized the need for a desktop faxing solution in their organization, many companies have chosen to install their own fax systems. But, as they discover other options, managers continually request outsourcing as an attractive alternative. In-house solutions require significant IT resources and hardware investments while outsourced solutions take just a few days to deploy. Which fax solution is best for your organization? The chart on the next page will help you decide.