Fax Machine’s Risks Compelling the Switch to Online Faxing

Companies around the World have used analog faxing over the decades, and it has proved to be a reliable mode of communication. However, most companies are switching to online faxing for convenience and security of information with the internet revolution. This is because virtual faxing is a necessity for companies as it has advanced features that guarantee safety.

Online faxing provides a more straightforward and uncomplicated way of receiving fax , for example through Google fax online. Even though Google does not offer fax services, third-party companies provide the service by linking your online fax number with your Gmail account. This allows you to receive fax encrypted for security in your mail.

Here are some of the risks of faxing machine that make it necessary to switch to online faxing:

Late Information Delivery

online faxing aloow instant messageA fax machine is not mobile, and hence if your recipient is not present to receive the fax or there are too many documents coming through, there is a risk of mixing up or failure to receive everything. For instance, your boss or partner is waiting for a particular financial report, and other office users are using the machine, it may get jammed, or there may be a mix-up. This may land you in trouble with your boss or business partner or cause you to lose a big business deal. However, online faxing delivers message in time always.

Leaking Sensitive Information

A fax machine requires the recipient to be on standby to receive it. If the recipient is not there or has left the room for a few minutes, someone may go through the information or even steal the documents if they have other motives.

Every organization faces security threats from billing information, personal information, doctors’ notes, or prescription or security numbers. As a sender or receiver of the fax is responsible for the documents’ safety, you never know how a third party may misuse the information received.

Non-Compliance

Most analog fax machines are not compliant with the measures that are required to secure information. Fax machines have no encryption and keep the sent copies in their storage, both received and sent. They are automatically saved in the devices’ hide drive and are deleted when overwritten by a new document.

This not only poses a significant risk but also expose your data to possible loss. However, when using Gmail faxing, your documents are encrypted and saved in your inbox, thus protecting it from any loss, or misuse. Besides, in most companies, several users share the fax machines, and this poses a high risk that is not worth it.

 

a fax machine

The Right Ways to Fax for Business

Contrary to what you may have believed, faxing is still around in the business world. In fact, it has been integrated to be compatible with multiple gadgets. You can fax your digital file without any difficulties from your email, and your recipient will get precisely the same document printed in real-time.

One reason that explains why faxing is still relevant up to these days is that printed paperwork is irreplaceable in fields like law, medics, and finance. Hence, if you are planning to start your own enterprise in any of those domains, or if you want to advance your career, you must know how to fax professionally.

Choose the Right Provider

overwhelming paperworkOnline fax providers will host your company fax address. As a company, you can’t rely on free services because they can’t handle multiple activities all at once, and they may not have proper security and privacy protection. Also, you may need to change your fax number every time you try to send or receive files, which can make your workflow inefficient. Therefore, you have to consider investing some of your company budgets on a credible online fax host.

First, the provider must have 24/7 customer care because you never know when a problem can occur in the system. Second, the charges must be within reason. For example, faxing per page will cost you anywhere from 5 to 10 cents. If beyond that number, it’s an overcharge. Third, pick a provider that has managed to maintain a good reputation among their clients. Read some reviews or ask for referrals before you pay the service subscription fees.

Get a Proper Fax Machine

As stated before, compatibility is a key concept here. Fax machines have not become obsolete because the most recent models are compatible with bluetooth and Internet connection. If you want your office to be fax-friendly, choose one of these machines: Brother MFCL2700DW All-In-One Laser Printer, Canon imageCLASS MF247dw Wireless Multifunction, Duplex Laser Printer, Samsung M2885FW 4-in-1 Multifunction Xpress laser printer, or Epson WorkForce WF-2750DWF.

Design a Template for the Fax Cover Sheet

paperwork in medicsOne thing that makes professional fax different from the non-commercial one is the fax cover sheet. Put your company’s official header on the fax template so that any files sent from your end can be identified later. Moreover, don’t forget to add your official document numbers as well so that the paper can be organized effortlessly. These small details will prevent any information from being lost in transmission.

Moreover, if you do not know how to use the digital signature feature, you have to start learning it. Everyone in your company must also have the ability to evaluate the validity of a signed document. Otherwise, the whole purpose of faxing will be useless.

holding coffee cup and phone 2

The benefits of using Gmail fax for your business

Many years ago, fax machines were one of the necessities of a business company. Such devices were used to send and receive documents or files as part of the business transactions. But now, the modern technology has brought about a more convenient way of faxing, and that is through the Internet. You will see that it is a lot easier and more cost effective than the conventional way of sending important files.

Gmail Fax

fax machineUsing Gmail Fax is just like creating a regular email. But instead of entering the email address of the recipient, you need to input the fax number. A lot of people are benefiting from this particular service because it helps them save money. An actual facsimile machine is no longer needed, neither is an extra telephone line.

If you haven’t tried utilizing Gmail Fax yet, here are the benefits that you can enjoy from it.

Low cost

Setting up Gmail fax is a lot cheaper than using the traditional fax machine. You will have to pay for the device itself, a telephone line, as well as paper and ink that are needed to print the files that you will be receiving. On the other hand, availing of Gmail fax services is a breeze. You can even enjoy a free trial that is good for 30 days.

No additional telephone line

With the old way of faxing, a telephone line is needed for you to utilize the fax service. But with Gmail, you won’t need to get an extra line because all of your incoming and outgoing faxes will go through your Gmail account.

Convenient

The biggest advantage of Gmail fax is its convenience. Once you have it, it will allow you to access your faxes anywhere and anytime you wish to even if you are on the road. This would enable you to still do business while you are traveling or on a vacation.

Saves on paper and ink

holding coffee cup and phoneIf your company is still using the conventional fax machine, all the faxes that you are receiving are printed automatically upon receipt. But with Gmail fax, you have to option to print them out or not, which will also help you save papers and ink. If you opt not to have a hard copy, then you can just go ahead and keep them on your virtual file so you can access them in the future.