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Fax has been part of the business world for about 60 years at this point. While traditional fax machines are still very much in play, they’re not the only options available. At this point, online faxing has become the norm, and it’s expected to gain steam moving forward. If you have yet to integrate online faxing into your business, you’re missing out on an array of benefits. Those include greater versatility and efficiency, improved security, and more reliability to name a few.
To take advantage of all those benefits, though, you need to successfully merge online faxing into your business. Certain measures can help you do so. Keep the following points in mind to make the process simpler and more effective.
Choose the Right Online Fax Service
First of all, you need to find the right online fax service to meet your business’s needs. That entails looking at factors like how many faxes you send and how much storage capacity you might need. You may need to determine which departments of your business need faxing capabilities or whether they should be a companywide option. It’s also important to delve into more details about HIPAA faxing and how they apply to your business. From there, find an online fax service that complies with those requirements.
Be sure to choose a service that can be used with the other systems and software you already have in place as well. Of course, price is also a consideration. Service providers may offer a variety of plans in different price ranges. Those are likely to come with different storage capacities, specific limits on the number of faxes you can send in a given time, and other variables. Choose one that dovetails with your company’s needs.
Set Up Your Online Faxing
After choosing an online fax service, you’ll need to set it up. You won’t have to buy any specialized equipment for online faxing, but you may need to install software and configure your network to work with it. You may also need to create accounts for each of your users and set up permissions and access control measures. In many cases, online fax service providers cover those aspects for their clients or at least offer support to help make the process simpler and eliminate potential problems along the way.
You’ll receive a virtual fax number to give people you’ll be sending faxes to or receiving them from. When you send a fax, the software will automatically convert the document into the necessary digital format and send it to the recipient. When receiving faxes, the documents arrive in digital format and are either stored in your system or sent to a specific recipient’s email.
Employee Training
Training employees in how to use online faxing is also crucial. Ensuring they fully understand how to use your new online fax service will make them less likely to balk at it. It’ll reduce the risks of improper use, security issues, and other problems as well. Though online faxing can bring numerous benefits to your business, you won’t be able to take full advantage of it unless your employees are properly trained in its use.
Making Online Faxing Part of Your Company
Online faxing can give your business a range of benefits, not the least of which are added efficiency, security, and reliability. That being said, choosing the right online fax service to meet your company’s needs is essential. Setting up the system properly and training your employees on how to use it are also vital. Those measures will help you to successfully integrate online faxing into your business and ensure it serves you well.