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Benefits Of Online Faxing Vs. Traditional Faxing
The old-school fax machine was once an important business tool in the days before hi-speed WiFi connectivity
. However, many offices still choose to hang on to the increasingly antiquated relic of the analog fax despite the more powerful and efficient options now available. Online faxing (also known as web faxing or virtual faxing) is a fast and easy way to integrate your business' faxing needs with the speed and accessibility of the Internet.While online faxing revolves around using your company's email accounts to send and receive faxes, it surpasses the idea of simply transferring documents via email, and opens up a whole new range of possibilities and options. But first things first--you'll need to get started.
Online Faxing: Getting Started
After selecting and registering with an online fax service, your account will be assigned a phone number. Typically this will be either a toll-free or local number. You will also be provided with a means to interface the fax service, which will be via a website. Faxes sent to your account are routed through this interface, where they are converted into one of several document types, such as PDF, TIFF, or JPG. These converted documents then are accessed through an email account. Although this might initially appear to be adding an additional step to the process, it is really a great way to boost efficiency. Receiving faxes as data files, rather than analog printouts, allows the faxes to be much more easily cataloged, filed, transferred, and distributed than is possible with an old-school fax. For example, a fax received as an email attachment can be instantly forwarded to the email accounts of every employee if need be. Many services can even automatically route specific faxes to multiple email accounts. On the other hand, a traditional hardcopy fax would have to be copied, further degenerating the copy quality, then collated, and distributed to each individual by hand--a time consuming process.
Online faxing also frees you from dependence on a fax machine. Once you have a received fax stored as an email attachment, you can access or distribute it anytime, anywhere from your computer or phone. Carrying around folders full of all your printed faxes at all times is obviously an impossibility, but an online fax service allows you to easily carry the contents of all your faxes on your person at all times.
And while the thought of lugging around a pile of fax printouts is ridiculous, it's an unpleasant reality that traditional fax machines deplete paper--a needless waste when digital alternatives are available. This means that paperless online faxing is also the eco-friendly choice.
Space management is another benefit of online faxing. Depending on the size of your office, this can make a big difference. Traditional fax machines, along with their many boxes of paper and ink, can take up a lot of space. An online faxing service is operated through your existing computer system, and takes up no valuable space in the real world.
Online faxing is also highly cost efficient, eliminating many of the extra operating costs associated with traditional fax machines. In addition to the price of the fax machine itself, traditional faxing also involves the cost of paper, ink, additional phone lines, and maintenance/repair. As a virtual service, online faxing bypasses all of those costly annoyances.
Special Features
Above and beyond many of the benefits directly comparing online faxing versus traditional, online faxing offers special features that increases its benefit even further. An online faxing service provider can automatically organize all of your faxes into an easily accessible archive of document files. This also offers a good degree of reliability, organization, and peace of mind knowing that all of your documents are automatically stored and backed up at all times.
If you are considering making the switch from traditional to online faxing, there is really no choice at all. In addition to all the benefits and special features, online faxing is, in most cases, the more affordable option. While traditional faxing can involve the costs of phone service, equipment, paper, ink, and other supplies, online faxing services are available for a reasonable monthly fee covering all fax transactions.
As the most efficient, affordable, reliable, and versatile option, online faxing is set to make the traditional fax machine a thing of the past.
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