5 Reasons to Use Fax Server Software
Why would you need to buy fax server software when you have a fax machine that works just fine? That 90’s relic that looks so old-fashioned and quaint. Have you ever realized that the old manual fax machine on the desk is costing you money, exposing confidential information to unauthorized parties and a legal risk? Probably not, but that’s exactly what your old fax machine is doing.
Whether you are in manufacturing, healthcare, or any other business, manual fax machines are passé but companies still use them albeit at a cost. Here are five critical reasons why you should send that traditional fax machine to the recycling center and replace it with fax server software:
1. Time is money
Fax server software allows you to send faxes right from your users’ desktops, and deliver received faxes straight into their inboxes. No standing in line; no walking back and forth to the fax machine; no typing, then printing, then feeding it into the machine to send; just one click and it’s done.
2. Think green (and cost-effective)
Wasting time is bad, wasting resources is worse. Consider all that paper which is either shredded or filed away, and the amount of ink that’s consumed. Whether you’re concerned about your carbon footprint or not, company resources are being wasted and investing in fax server software will save the organization money on various fronts.
3. Murphy’s law
No matter how careful you are, you know that something confidential will come through the fax machine right at that moment when unauthorized persons or prying eyes are standing there. Using fax server software, whereby faxes are sent directly to the user’s email client, eliminates the risk that the unintended recipient gets to see that confidential fax.
4. HIPAA’s a law too
If you’re in the healthcare space, HIPAA has specific requirements on faxing, which is one of the only reliable ways to exchange data with other offices, labs, insurance companies and so on. You cannot leave PHI (Protected Health Information) out in the open, and fax server software means faxing stays secure, and confidential. Fax server software can easily integrate with EMR/EHR applications too, making it easy to move fax data into and out of the system without any custom coding.
5. You’re not always in the office
Whether you are a telecommuter, taking a ‘work-from-home’ day on account of the weather, or sitting in a hotel working late, you cannot haul a fax machine around with you or risk sending important faxes to the hotel business centre. With Fax server software you can access and send faxes comfortably and securely through your email client on your laptop or smartphone so long as you have an internet connection.
Fax server software is to the manual fax machine what email is to snail mail. Fax server software empowers you to provide faxing to every user, whether in the office or on the road, ensures the confidentiality of your data, and supports compliance with all the myriad laws regarding patient information like HIPAA. And the best thing about it is how easy it is to add to your existing systems. You can be up and running in under a day without touching a client.
Have a look at what GFI FaxMaker, our leading fax server software, can do for you; or just download a free trial and give it a spin!
About the Author: Christina Goggi
Christina is Web Marketing Content Specialist at GFI Software. She is a keen blogger and has contributed content to several IT sites, besides working as an editor and regular contributor to Talk Tech to Me. Christina also writes for various publications including the Times of Malta and its technology supplement.
One of the primary reasons why our business choose to have a Fax Server Software is because of the fact that paper is one of the most wasted resources on Earth. The business world is guilty about this. They’re the so-called great wasters of papers.
It’s not about saving money – it’s about saving Mother Earth. Did you know that the paper industry is also the number one responsible of all the world’s deforestation? The Natural Resources Defense Council has been urging world leaders to minimize and control their country’s paper industry.
A lot of people, particularly in the healthcare industry, have stood by their need to stay chained to old fax technology, but fax server software really goes the extra mile to streamline and improve their business practices. It’s not just some unnecessary upgrade, it’s improving with the times and saving time and energy.
Here’s a fact that will convince others that we need to conserve paper. According to The Recycler’s Handbook, the financial industry in the United States is among the top users of paper products in the world. In 1990, the rate was two pounds of paper were consumed a day per employee. These papers were used for work-related stuff – which mainly include the use of fax machines.
Another study done by Waste Age stated that “office paper is the most heavily recovered segment of printing and writing paper”.
True, fax server software is really a lifesaver especially when you’re always mobile or out of the office. I’m a traveling salesman and the only way I can send and receive fax messages (from and to my employer, managers, district supervisors, and clients) is through my laptop. I don’t use fax machines offered by business centers as they to are not secure – plus the fact that all data I have are confidential in nature.
Even when I’m at my own house, I still use fax server software. It’s convenient and practical for telecommute workers.
In an office with only one fax machine, fax server software can be your life-saver – especially if you are the boss or the office manager. Don’t get me wrong but not all employees can be trusted especially the new ones. Not to mention those soon to be disgruntled or fired workers.
To protect your company secrets, fax server software can do wonders for your business. It’s better to be safe now than be sorry later. It will cost you a few bucks but it’ll be worth every cent.