Faxing forms an integral part of businesses in all sectors. Despite the invention of other file-sharing still, faxing remains popular. In the past, companies used fax machines to send and receive faxes. But this has since become outdated, especially with technological advancements. Today, many companies have shifted from traditional to online faxing.
It means faxing without a fax machine. It’s a technology that allows users to send and receive documents online. In other words, online faxing leverages the Internet to share digital files.
Benefits Of Online Faxing
One of the benefits of online faxing is enhanced data security. With this technology, sharing, and storage of company documents happens online. And it reduces the exposure of the files to unauthorized people. Plus, most online fax services use encryption solutions to secure clients’ data. This encryption helps improve your cybersecurity strategy.
Switching to online faxing can be a great way to reduce business expenses. It eliminates the cost of purchasing and maintaining fax machines. It also rejects the need to buy other items, including the following:
- Printing paper
- Photocopying machine
- Toner
- Ink cartridges
Besides, online faxing can help save storage space. You’ll need to hire a large storage space if you deal with many faxes, which adds expense to your business. Online faxing, however, allows you to manage all documents over the Internet or in the cloud. Therefore, you won’t need any physical storage space.
Choosing An Online Fax Service
Based on the benefits outlined above, switching to online faxing can be the difference between the success and failure of your company. It’s, therefore, necessary to leverage this new technology.
If you decide to fax online, you should find a reliable internet fax service. But because of so many of them, identifying the right one can be overwhelming. But don’t worry. This article explains all the essential things to look for in an online fax service to help you choose the most suitable for your business. They include the following:
1. Ability To Meet Your Needs
One of the important things to look for in an online fax service is its ability to meet your needs. The best way to find the right service is to have a rough idea of how many faxes you’ll send and receive in a month. Always find an online service that efficiently accommodates your needs.
2. Platform Security
As noted earlier, online faxing services offer secure solutions for transmitting company documents. However, not all platforms are secure. You need to protect your documents against unauthorized access. This way, you can keep the privacy of your customers and ensure your business isn’t at risk of cybersecurity attacks.
A critical feature of a secure online faxing platform is the ability to encrypt files, a process of encoding your data to ensure no one can steal it. Encryption allows you to share confidential information without the worry of unauthorized access. Before subscribing to any online faxing service, confirm it has a secure platform.
3. Supported Countries
Another essential thing to check in an online faxing service is the countries they support. You might be servicing local clients; therefore, hiring an online service that only helps your country might seem okay. But for your business to generate more sales and expand, it’s advisable to target even international clients.
The most successful companies have expanded their reach to serve customers from other countries. Don’t be left behind by other companies in your industry. And the best way to achieve this is by choosing an online fax service that has coverage in many other countries. This way, you can connect with customers and employees wherever they are.
4. Premium Customer Service
Premium customer service should be on your list for an online faxing service provider. While running your business, you’ll likely need assistance with your faxing process. And this requires you to contact a real person who can provide immediate solutions.
Some online faxing services have chatbots for guiding clients. Unfortunately, such solutions might not be good enough to address technical issues. Good customer service is paramount as you may need more expertise to troubleshoot technical problems in your online fax system. Hire a provider who can quickly respond to your concerns.
The best online faxing service should be available 24/7. It needs a live person to contact whenever you’re facing an issue. Choose a service that’ll be available when you need assistance.
5. User-Friendly Interface
One of the reasons you’d want to switch to online faxing is to improve operational efficiencies and make your life a lot easier. So, avoid those complex online faxing solutions. It can hurt the growth of your business in various ways. For example, employees might take a long time to learn how to use the system. And this will also harm your company’s overall productivity.
Select an online faxing platform with a simple user interface. Employees can quickly create documents, make edits, and attach electronic signatures with such a solution. They’ll also find it easy to retrieve the files from the cloud.
6. Support For Mobile Apps
All the available online fax platforms are made differently. Some offer mobile fax apps, while others don’t. It’s a good idea to choose the one with fax apps. This way, you can share faxes on your mobile devices, which allows you to read them faster. You won’t have to wait until you can access a desktop computer. An online faxing solution that supports mobile apps can be good if you want to send and receive faxes from anywhere, anytime.
Takeaway
Online faxing is a reliable method for sharing company documents. It’s a technology that allows you to send and receive faxes online. As such, you can save money and other resources. But to have the best experience, choose the most suitable online faxing service. The ability to meet your needs, security, supported countries, excellent customer service, and a user-friendly interface are essential things to look for in an online faxing service when finding one.