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Online faxing over an internet protocol system has grown in popularity over the past decade. While many organizations, large and small, have embraced online faxes, others remain hesitant. Few organizations have made the total transition to online faxing, though.
Rewards of Traditional Faxing
Traditional faxing rewards the recipient with a hard concrete product which the professional can hold in their hands. Though a reward of little value, it is a comfort to many office personnel who need a cognitive reinforcer the “deal is done.”
A past argument for the traditional fax was the legality of a paper versus an image. Previously, an image was not respected as a supporting document in court. This is because they could be edited and manipulated to make them say whatever the recipient wanted. Likewise, the sender could send one copy then edit the original to reflect a different position.
Technological Advances
Technology has advanced to include document lock safeguards. At the same time the general public and courts have become more acceptable of electronic files. It is still preferable for high value documents to be sent through overnight mail and a traditional fax probably would not have sufficed in these cases anyway.
Online fax services allow the user to be more mobile because the fax can be received via mobile devices anywhere you are.
Who is Using Online Faxing?
Tech worlds and private sectors appear to be the industries with the highest acceptance rate. Nonprofit and government agencies may be the slowest to take advantage of the cost saving effects of online faxing. This may be due to outdated policies promoting the storage of paper over productivity.
Characteristics of Online Faxing:
- No need for any analog (land lines) to be installed. The existing data lines are leveraged.
- Long distance dialing charges are an expense of the past.
- Supply marketing materials in almost unlimited graphic settings.
- Use fax with email and voicemail for coordinated marketing campaigns.
- Saves money through a central process.
Characteristics of Traditional Faxing:
- Analog lines are needed.
- Continue to pay per call and per minute long distance charges.
- Unable to integrate voicemail with fax.
- Fax boards are required.
Although most companies will experience an increase in mobility, an increase in workforce flexibility, and improved efficiency, companies should compare the characteristics of each and make individualized decisions on which way to go. Keep in mind that online faxing is fairly easy to implement and there are numerous cost benefits.
