How Does Cloud-based Faxing Work?
Many people probably think that the world has seen the end of fax machines. Now that pretty much everything you need to do for work is online, the fax seems to have gone the way of the telegraph.
This is hardly the case, though. Faxes are actually still a requirement in some industries, and learning how to use them is critical for certain kinds of legal, medical, and other types of uses. One of the ways that faxes are being sent is through clouds. As this is the place where documents are more and more commonly being saved, it is only logical that they should be able to be sent from them. Therefore, it is worthwhile to familiarize yourself with online fax services.
In this article, we will discuss the advantages of cloud-based fax services and provide a series of steps on how to do it.
What is cloud-based faxing?
Cloud faxing involves the use of a cloud to send faxes through different service providers’ cloud-based platforms, such as everyfax. Using this method prevents people from having to use standard phone lines to send faxes. As fewer and fewer homes and businesses are using standard phone lines these days, being able to carry the process out online with digital faxing is a welcome alternative for many people.
In cloud faxing, the information that you send is stored on the fax server that exists in a cloud, rather than on a hard drive or externally. When you send a cloud fax, it is all virtual.
How does cloud faxing work?
The process of sending a fax through a cloud is quite simple. All you need is to subscribe to a fax service, and many services have apps or software that you can download. Each aspect of the traditional faxing process can be completed using this type of software, including creating cover sheets, formatting according to traditional fax standards, etc.
What are the benefits of cloud faxing?
As mentioned above, there are a number of benefits to cloud faxing. The most obvious benefit is that you don’t have to have a big, clunky fax machine yourself. Fax machines take up space, require maintenance, and carry all of the usual burdens that most traditional-style equipment do.
In sending faxes from a cloud, you have the freedom to send your cloud fax documents from anywhere. You don’t have to worry about physically creating cover sheets, the designs of which may or may not fit with your sender information. And you can send multiple faxes simultaneously. This can be a big advantage if you have a large company and want to provide access to faxing services to multiple staff members.
Another advantage is that cloud fax solutions reduce the costs involved. With traditional faxing methods, you have to pay for every fax you send. In using the cloud, you simply pay a fee for the software, and you can send unlimited numbers of faxes for free.
Are there different types of cloud-based fax services?
There are actually different kinds of cloud-based fax services. It is a good idea to familiarize yourself with them so that you know which type would be most appropriate for your business. The difference depends on a couple of major factors: the frequency with which you need to send, and whether or not the faxes you send are being sent to businesses (in which case they need to be integrated into larger systems).
Free cloud-based faxing
The first major type of cloud-based faxing is free. This type of service is generally used by individuals who don’t fax very often. In it, users are able to send and receive cloud faxes online through a portal without the use of a machine.
Cloud-based fax services
There are cloud-based fax services that are paid and can be used on an as-needed basis. In this type of service, a user will pay a regular (usually low) rate, and then pay for individual faxes one-by-one. It is possible to have more than one user on an account with this type of service.
Enterprise-level cloud-based faxing
The third level is meant for large companies that have substantial faxing needs. With large companies, it is not only increased volume that is called for, but many specific speed, security, and other types of features. Therefore, these kinds of companies are often willing to pay more for more sophisticated fax services. It is important to have a corporate's secure faxing capability for many big companies.
Depending on your industry, some of the enterprise cloud fax services that you might need include SAP integration, Oracle, and different kinds of industry-specific capabilities. For example, in healthcare it is important to have HIPAA-compliant fax capability.
The cloud migration process and moving to cloud faxing
One thing that might deter you from moving to a cloud-based fax service is the idea of migrating your company’s (potentially large number of) files onto the cloud. The prospect can seem overwhelming and not necessarily worth the time and effort involved.
There are also security questions for some. Some companies are not sure if they want their data stored in a service provider's network for any amount of time. It is essential to have an understanding of a potential provider’s security and encryption requirements.
An additional consideration will be whether you will be able to keep your existing fax number. Some services will allow for this, and others won't.
You'll also need to learn whether all of the features that you currently have in your existing fax services will be available on the cloud. The same goes for the applications that you use.
What to look for in the best fax service provider
There are a number of important things that most companies look for in companies that provide faxing in the cloud solutions. Depending on your company’s exact needs, this can include the following:
- Data security. It is important that your data not be exposed to unauthorized parties. Be sure that you choose a service that has a good reputation for securing companies’ data. This also includes compliance with privacy laws, as well as specific security protocols.
- Cloud capacity. Depending on the size of your company, you might have different needs regarding cloud capacity. Be sure that the service you choose matches your needs.
- Scalability. Look for a service that has scalability with regards to performance, service, and things such as numbers of servers.
- Enterprise capability. You can select a provider that offers high-quality service, but it might not have all of the enterprise fax infrastructure capabilities that you need. Among other things, look for a web-based Enterprise Administration Services Portal that will allow you to check the status of your faxes in real time.
- Reliable customer service. If you work in a company where timeliness and performance are critical, it is important to have a reliable customer service department from your service provider who can help you navigate any questions that you might have.
- Mobile capability. Some services only work on PCs. If your team is one that will be on the move and will need to be able to send faxes from their mobiles, you should check to make sure your chosen provider allows for this. The right company will have its own fax app for you to download. Otherwise, your staff could find themselves stuck at critical moments.
- Archiving capability. You will doubtless have your own ways of categorizing and archiving your faxes, but it is also important that your service provider have this capability, as well. If something should happen and you lose track of documents and/or timeframes, you should easily be able to recall when documents were sent and to whom.
- HIPAA compliance. As mentioned above, HIPAA compliance is absolutely essential if you are working in healthcare. Even if this is not your industry, fax service providers are required to have this by law. So this is something to look for that will serve as an additional stamp of approval for a potential service provider.
Conclusion
Cloud-based fax solutions are a godsend in many respects. No one likes to deal with clumsy old-fashioned machines. It might take some time and effort to find the right service provider, but it will be worth it in the end. Look for one that meets the criteria mentioned above, and remember that each business has different needs. Look for a service that provides exactly what your business is looking for, and you should be able to find the right provider for you.
