Almost 80 percent of businesses still use fax for sending and receiving sensitive documents and other important communications based on recent reports. Though email is reported to be the most common form of business communication right now, it’s not appropriate for all situations. It lacks the security, audit trails, and other features that are required in many instances. Because of that, fax continues to be essential even with all the possibilities that are now available.
Of course, fax technology has evolved over time. Though many companies continue to use analog fax machines, digital alternatives are on the rise. At this point, enterprise cloud faxing is gaining popularity, especially among businesses that frequently send and receive faxes. Cloud-based fax solutions offer companies a number of key benefits.
Streamlining Businesses’ Workflows
For one, cloud faxing can help streamline businesses’ workflows in several ways. It’s faster and simpler than working with conventional fax machines. Traditional faxing entails gathering or printing the documents to be sent, adding a cover sheet to the mix, placing the documents in the fax machine’s feeder, dialing the recipient’s fax number, waiting for each page to be scanned and sent, and finally waiting for confirmation that the transmission went through. It also means having to keep the machine loaded with paper and equipped with ink. With cloud faxing, the entire process is as simple as sending an email.
Furthermore, cloud faxing offers the option of automating the transmission and receipt of documents under certain conditions. Many cloud fax platforms integrate with other systems businesses use as well, such as email and document management, CRM, EHR, and ERP platforms. Cloud fax also offers more mobility and flexibility than traditional fax machines. It can be used with mobile devices and allows faxes to be transmitted or received from virtually anywhere.
Saving Money and Space
Additionally, cloud fax platforms can help businesses save money and space when compared to conventional fax technology. Users don’t have to purchase fax machines, have dedicated phone lines installed for them, and pay for phone service each month to keep them operating. They don’t have to pay for ongoing maintenance and the paper and ink the machines require, either.
Cloud-based faxing is generally a monthly subscription service, and businesses can choose the plan that works best for them based on their budgets and fax volumes. Since separate fax machines aren’t required for cloud faxing, companies don’t have to set aside space for them. They can put that extra space to better use.
Improved Security
The added security that comes with cloud-based faxing is also a significant boon for businesses. Faxes aren’t intercepted as easily as other types of transmissions, and information is encoded and encrypted during storage and transmission with cloud platforms. It can only be decoded and decrypted by the intended recipient and their fax machine or platform. At the same time, since cloud faxing doesn’t require physical documents, there’s even less of a chance of sensitive information falling into the wrong hands.
Taking Advantage of Cloud-Based Fax Platforms
Fax continues to be one of the most used forms of business communication. Although many companies still use analog fax machines, a growing number are transitioning to cloud-based platforms. They can bring businesses several benefits, not the least of which are improved speed, efficiency, and user-friendliness. Plenty can be said for the money and space companies can save with cloud faxing as well. On top of those advantages, cloud-based faxing is one of the most secure communication solutions available at this point.
Lexy Summer is a talented writer with a deep passion for the art of language and storytelling. With a background in editing and content creation, Lexy has honed her skills in crafting clear, engaging, and grammatically flawless writing.
