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.