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Thursday, January 26, 2012

Get Organized For 2012 With Technology Innovations

We can all count on a few things after a long holiday: it will be tough to get back into the swing of things, we will all pine for the holiday cheer from a month ago and our inboxes will be bursting at the seams. But with the right technological organization, you can make sure your documents are all where they need to be as the New Year gets underway. Whether you need to send a fax, return some e-mails or find things more quickly on your computer, technology can help you start the year off right.

Prioritize E-mail: As e-mail has become the preferred method of communication in most offices around the world, your e-mail inbox should be sufficiently inundated by the time you return from a long break. But fear not, e-mail providers have been hard at work making e-mail prioritizing easier. Gmail now monitors which e-mails you read and which you delete without opening, assigning a priority to each, marking those most important messages with a yellow tag. Yahoo mail offers many different category folders you can save to. These methods allow you to separate e-mails by importance so you can get through your work faster.

Online Fax: By switching to an online fax service, offices can organize faxes in many ways. Internet fax services change incoming faxes into digital PDF files so you can stay better organized and save paper. And by creating a digital version of all outgoing faxes as well, you create a digital backup for all faxes so you will never be without the necessary information. You will also be able to move these files into your regular computer filing system.

Computer Storage: The area of digital storage has grown by leaps and bounds in recent years, bringing increased capacity to external hard drives. These small plug-in drives can hold over a terabyte of information for very little money. But if you are worried about security and even larger capacity, along with the ability to access your info from anywhere, cloud storage is the way to go. These encrypted, online storage centers allow you to share information, transmit online fax documents and even save e-mails and other important materials so they can be viewed anywhere by anyone with access at any time.

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Wednesday, January 25, 2012

Protecting Your Signature Online

With the advent of social media, text messaging and e-mail forwarding, information has never traveled faster. But how can you be sure your private information won't fall into the wrong hands? Nowhere is this fear more realized than with digital signatures and signed documents being transmitted online. Just like forging a note from your mother, digital thieves can intercept a signature from you when you send a fax, send a digital signature file or send an e-mail. Once they have a copy of it, they can learn to forge it or retransmit it and rob you blind.

Fortunately, there are new communication technologies available that protect your digital signature and ensure that it stays on your invoices, contracts and even permission slips, and nowhere else.

Online Fax Services: While faxes sent over the phone line can be intercepted, internet fax services come with a 128-bit encryption so your signature transmissions stay completely protected as PDF files transmitted to your contacts only.

Digital Signatures: Software created to help you insert digital versions of your signature into documents is nothing new. But with the traditional fax machine falling out of favor in many American offices, digital signatures must find ways to protect their users if this technology is going to take off. By sending legally binding documentation, some software gives recipients peace of mind to know that the signature is authentic, while others protect it with a cloud-based encryption.

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Monday, January 23, 2012

Technology Helps Doctors Comply With HIPAA Regulations

Ensuring that patient records are kept confidential requires more of doctors and other healthcare professionals than just not chatting with neighbors about your patient's thyroid problem. HIPAA regulations require doctors' offices to go through a rigorous security screening, ensuring that all communication technology is up to snuff. So if you want to send a fax, make a call, save a chart to a database or send an e-mail, all lines must be secured.

While this can create some roadblocks for hospitals, new technologies are helping hospitals maintain compliance without changing basic daily practices. This guide gives you a few essentials that your office can use to protect against infiltration and still get work done for your patients.

Online Fax: While typical phone lines can have security holes, internet fax services offer a compliant 128-bit encryption so fax transmissions cannot be intercepted. That includes prescription information, letters to specialists and work orders that require signature that are still faxed from doctors' offices every day. Online faxing offers a more feature-rich environment, including a never-busy fax line for all the departments in your hospital or office and back-up storage for all faxed documents, while still complying with HIPAA regulations.

VOIP: HIPAA compliance can be expensive if you have to pay for testing on all communication portals. By reducing these portals, your facility can save time and money. Voice Over IP allows your facility to eliminate contracts with the phone company by making all calls over the internet. Since you are getting your Wi-Fi signal tested for security anyway, why not make this portal your phone portal as well? Partnering this service with an online fax can give you complete communication compliance on all outgoing and incoming messages.

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Wednesday, January 18, 2012

Break The Chains Of Contract Communications This Year

With 2012 upon us, small businesses still face an uphill battle. Regulations, corporate taxes and record inflation have made it difficult for entrepreneurs looking to grow. But new technologies are making it easier to eliminate long-term contracts for communication, making it easier for your business to save money. Innovations like online fax systems, no-contract cell phone plans and VOIP systems, you can communicate with customers, negotiate rates and have the freedom to switch around coverage systems as needed. The brief guide below will show you how to find the best plan for your office.

VOIP: Voice over IP services allow your entire office to make calls over the internet so you can cut your contract with the phone company. By connecting with online fax services, you can eliminate all dedicated phone lines, and still have more features than available from the phone company.

Online Fax: Internet fax services usually don't require you to sign a contract and allow you to fax all documents to a digital desktop and email to a fax machine, saving your office on paper, as well as allowing you to switch to VOIP systems, cutting your contract with the phone company.

Mobile Devices: So much of business nowadays is done on the go. Your sales force and other traveling employees need to be able to communicate outside the office. But companies like Virgin Mobile and T-Mobile have worked to expand contract-free mobility options, even for tablets and laptops so you don't have to sign a long-term contract, you can negotiate rates for your entire team and you can cancel and move on to another company if you find a better deal.

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