Many types of businesses are still using faxes these days as faxing is known to be a more secure and confidential way of sharing information than email is. However, people are increasingly turning against the use of fax machines as more efficient means of sending faxes are become available all the time. If yours is a particularly large company that sends a lot of faxes, you should look into getting an enterprise fax solution for business.
In this article, we will look at the advantages of using enterprise fax solutions and provide an overview of features that you should be looking for in a solution.
What is an enterprise fax solution?
Enterprise cloud-based fax services are cloud-based fax solutions intended for large-scale enterprises and corporations. They are intended to provide secure and lower fax costs for companies that send large numbers of faxes. They offer scalable platforms that allow large teams to work with them simultaneously.
Industries that use enterprise fax solutions include health care organizations for sending HIPAA compliant faxes, financial institutions, IT companies, and numerous other companies that have specific security requirements for how information is to be sent.
Enterprise cloud faxing has several advantages over the use of traditional fax machines. First of all, you don’t have to worry about the machine itself. Fax machines can be clumsy and cumbersome, and they take up unnecessary space in offices. If you fax through a cloud, not only are you saving space, but you are allowing your staff the freedom to fax from whatever remote location you choose as you will have worldwide coverage.
Furthermore, even though the use of faxing is mandatory in certain industries for security purposes, faxes sent through traditional fax machines are not necessarily secure. There are numerous risks involved in sending faxes through fax machines, including:
- The possibility of getting a business fax number wrong. Even if you have already faxed documents to a particular number successfully, you never know when you might make a mistake and fax to the wrong place. Numbers can also change over the course of time, and you might not be aware of the change in time to change your mind.
- Accidental exposure of a fax to the wrong recipient. In certain industries, such as healthcare, there are very particular requirements for who must receive faxes, and where they are to be kept upon receipt. The risk of sensitive information being accidentally exposed is almost always present.
Benefits of enterprise fax solutions
For all these reasons, large businesses with major faxing needs should consider getting one of the best enterprise fax solutions. The benefits of these solutions are numerous:
- Improved security
Arguably the biggest reason that companies choose enterprise fax solutions is because of increased security. Most enterprise fax solutions provide secure platforms for encrypted faxing in which companies can store and manage their documents. They also provide online dashboards that make everything clear and easy to find for users, and are easy to use in general.
Most importantly, these solutions use advanced security systems to ensure that information is safe and the possibility of hacking is minimized. In general, enterprise business fax services use 256-bit AES end-to-end encryption in their operations. This encryption type is widely recognized as a global standard in security.
The reason that 256-bit encryption has become an accepted standard is because it is considered to be uncrackable. Numerous global institutions, including banks and other financial institutions, use this type of encryption to protect their sensitive information as it is understood to be reliable.
- Ease of use
As mentioned above, traditional fax machines tend to be clumsy, awkward, and take up an unnecessary amount of office space. Especially in the post-Covid era, people are increasingly working remotely and in diverse locations. Therefore, clouds have become a must for teams hoping to get their work done efficiently. This applies as much to faxing as it does to other work functions.
When you purchase an enterprise fax solution, the relevant data will all be synced automatically on your staff’s devices as the software can be installed wherever faxes will be used. In this way, the process becomes even easier as sending becomes simply a matter of finding the appropriate material and submitting it to the system.
- Increased efficiency and more productive staff
As a result of the time saved in not having to pull files and paper together for physical fax sending, your staff will save time and be able to focus on more important things. The steps involved in utilizing a fax machine can be quite time consuming - not only do you have to worry about buying and storing paper, but you have to make sure ink cartridges are full, that your machine is functioning properly, that the recipient’s line is available at the time of sending, etc. All of these concerns are eliminated with the use of the cloud.
Furthermore, with cloud sending, you can be confident that your fax will arrive immediately so you will not have to sit around waiting for the delivery of fax reports.
- Archiving and management capability
With old-style fax machines, people were forced to stuff faxes into folders, put them in big, clumsy filing cabinets, and hope that they could figure out a cataloging solution that would help people find what they needed. This was not only physically awkward, it also left open the possibility of sensitive information being potentially exposed. And, of course, the primary purpose of continued fax usage these days is to keep sensitive information confidential and only have it seen by specifically designated people.
Enterprise solutions address all of these needs.by providing both solutions for storing files and dashboards where files can be easily found and accessed, and keeping automated records of the times and dates when faxes were sent.
- Cost savings
In addition to the benefits gained from staff time saved in not having to manipulate clumsy fax machines, companies using enterprise fax solutions will save money on the actual equipment involved. Aside from the machines themselves, companies using traditional faxes spend money on paper, ink cartridges, etc. And for large companies with significant faxing needs, this can really add up over time.
With a cloud-based solution, all of these expenses are saved. Also, the cost per fax is reduced as you will pay less per individual fax if you purchase a comprehensive solution.
Another obvious benefit is that you will gain credibility with those with whom you do business. At this point, people who haven’t yet gotten onto cloud-based solutions are seen to be behind the times. And part of maintaining a strong reputation is keeping up on popular trends. Cloud-based solutions have surpassed the initial popularity stage and are now considered a necessity, particularly for large businesses.
Conclusion
Traditional fax machines are widely considered out of date. As faxing is still a necessary part of modern business, online fax services for business are becoming standardized across industries. Whether you are looking for a cloud-based fax solution for small businesses or an enterprise fax service for large corporations, you can find an option that will be suitable. Online fax services for business range in type and scope, and allow for different volumes of faxes to be sent by varying numbers of people. Making the switch will allow you to free yourself and your staff from clunky machines, paper, and endless numbers of ink cartridges. And you can be confident knowing that your corporate secure faxing is taking place in the cloud.
FAQ
With digital faxing, can you retain the same fax number that you used previously?
Yes, many solutions will allow you to retain your old number. Just make sure of this before you purchase one.
How can I be sure that a fax has gone through with an enterprise solution?
Faxes sent through enterprise solutions are automatically logged into a digital log. You will receive a message saying “fax successful,” along with the time and date of receipt, once a given fax has gone through.
Does the enterprise fax infrastructure allow for categorizing faxes that come in large volumes?
You can designate folders in your Outlook where incoming faxes will be sent. All faxes include incoming and outgoing sender information on them.
If multiple people are using a system simultaneously, can it cause delays in receiving reports?
There might be delays in receiving notifications depending on the number of faxes in a given queue.
