Online Faxing Means Accurate Records And Simple Archiving
It does not take much research or persuasion to arrive at the conclusion that online
faxing is less costly, less troublesome and less of an all-around pain in the neck than regular, old-fashioned fax-machine use. The cost argument is persuasive enough for many, as total fax connectivity with the worlds half a billion fax machines can be had without spending a nickel on paper, toner, ink or replacement parts. No more paper jams, bent corona wires or mysterious malfunctions will interrupt your workflow. Finally, you will not have to get up and race office mates to the centrally-located fax machine, or stand in line with half a dozen others when you could be working (with the fax sending in the background via your e-mail while you do something else). These are just some of the pretty good reasons to make the switch to online faxing, but managers responsible for recordkeeping have even more.Analog vs. digital records
Consider, for a moment, all the things that have to take place for you to have a complete, accurate record of your outgoing and incoming faxes. Right off the top, you have to trust your employees to be thorough and accurate in their own communications and filing systems. Perhaps you will create a single hard copy (or computer-based) log of faxes that everyone is supposed to update when they send or receive a fax. Perhaps you will have people keep their own records and organize the records yourself every week. Whatever you do, it is going to be somewhat labor intensive (and very paper intensive). That is what so-called analog technology is like to work with, whether it is paper, recording tape or old-style phone systems.
Digital technology, of course, is clean and scalable (meaning it can be a small computer file or a big printout, whatever you want). Because online faxing moves your analog documents into the digital realm, they become easier to track, file, store and retrieve. No more labor- and paper-intensive workflows just to stay on top of what is coming and going over that one communications channel, one of many you have in todays digital business environment. You have e-mail, digitally recorded phone messages, downloads, uploads and, of course, faxes. When the faxes are digital like the rest, they can be more quickly integrated into your archiving scheme, whatever kind you have developed.
Automation, too
Once you figure out how you want to have your employees save their incoming and outgoing faxes for archiving (duplicating and titling the files would work, as each employee could keep her own locally stored for reference), you just need to implement the work flow and monitor it for ongoing accuracy. The method will only work if everyone does as directed so that you have a true, accurate archive of all your communications. You can even develop some sort of employee-specific naming conventions that will give you the day, date, subject and employee information for each incoming or outgoing fax. When you archive them with this kind of file name, you may not even have to divide them into different directories (folders) on your local storage drive, tape or server.
On the other hand, it may be more efficient for you to divide them up, at least into outgoing and incoming, if not by department, too. Frankly, there are myriad ways of doing this, so you should stick with whatever system or convention that is already working for you. If you have a system, but it is not working for you, this may be the time for you to take a hard look at what you are doing and, perhaps, revise and update your methodology. The object, after all, is not to drum up more work for you, but to reduce the amount of future work needed to dig out and reproduce a particular fax dealing with a particular issue from a particular date range. Whatever is going to do this best, whether it is something already in the works or something you need to devise, is what you should focus on.
Bottom line
The benefits of online faxing should be pretty well known by now, as the service is almost as old the World Wide Web itself. Less work, less cost and fewer headaches are the main benefits that are touted by the services themselves, although they should lengthen their list of benefits by mentioning just how much easier and less expensive it is to save a copy of an e-mail and an attachment instead of physically copying, filing and perhaps misplacing the hard copy. Business moves at a fast pace and there is no time to be wasted. Thats another money-saver delivered by online faxing, a real money savings for less wasted time. Keep your faxes in the digital domain and save time, money and aggravation.
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