Shocking secrets your employees may be hiding from you

You know the old saying “You don’t get what you expect, you get what you inspect”? Well, it’s doubly true in the digital age. And what you find might shock you.

Read here how one CEO uncovered the ugly truth – and saved her company.

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Online Fax Network Security

Network Security: Your fax network servers will need to be behind a firewall. The key here is that there should NOT be any public access to the web servers where your data is stored. Even with the best of secured servers, there's always a better hacker out there (Wiki Leaks?). If you're the server where your data is stored has log-in access, then that data is compromised and you do not have an enterprise-grade security solution.

Some corporations require custom Online Fax solutions such as having faxes received sent to an administratively controlled server for in-house distribution or having inbound faxes land on an SFTP server for retrieval. The important thing is to consider the nature of the content that will be moving inbound and outbound. Determine your network security requirements but do not set yourself up with the loophole of having your faxes go to an outside server with public log-in access.

It is also imperative that your outbound faxes would be sent from your service provider through secure internet lines (SSL); just as the service provider should be using a secured server (HTTPS, SFTP, SSH).

Online Fax Security

Enterprise-Grade Internet Fax Solution

What is the first thing that comes to mind when you hear “fax security”? An officer standing next to the fax machine? Maybe a password protected document? That's a good start, but in order to have a truly secure solution, every stage and condition of your information through the fax system must be accounted for.

10 Checkpoints for Internet Fax

Once you've decided that your approach to finding an OnLine Fax solution will be based on your business requirements rather than a prepackaged personal fax account, you will need to identify your fax needs on a per line, per location, per user basis while keeping the macro view of your corporate network.

The 10 point checklist is designed to help you get started building an assessment of your company fax requirements. This Is not an exhaustive index of questions to cover every possible scenario. However, answers to the checklist will be an exercise to help reveal the possibilities, concerns and requirements needed. The checklist will also serve as a tool to help anyone prepare the necessary information for a candidate vendor to understand your company fax requirements.

10 Checkpoints for Internet Fax System Requirements

1. What fax solution are you currently using? Machines, fax server, modem, or service?

2. Which corporate departments will be using online fax services?

3. Estimated monthly page volume: all users, all locations, all fax lines, both sending and receiving

4. Which email server are you using?

5. Which email desktop clients are you using? Which versions?

6. What software are you using to store all customers contacts?

7. What software are you using to store all vendor contacts?

8. Do you have personnel that needs to send and/or receive faxes on mobile devices such as a PDA or smart phone?

9. List special options that you may require of the Internet fax service.

10. List the users by department, noting fax capability needs per user: send, receive, remote, in office, from mobile device, etc..

OnLine Fax has a resource tool that organizes this by department, notes security requirements, user email address and fax number. You may download it for free here:

http://www.onlinefax.com/OnLineFax-User-List-Worksheet.xls

Selecting a Corporate Fax Solution

Selecting a Corporate Fax Solution

The process of selecting a corporate fax solution might be compared to a phone network. A corporate phone system solution would be considered from the PBX options, allowing a full in-house network whereas a small office would likely use the standard key system. Differentiating a corporate fax solution from a personal or small business fax solution can be made with a similar consideration.

There is one decision that will have to be made before a corporate fax solution is considered. This is the way this decision will be approached. Many Internet fax systems are pre-configured to work a certain way. The only real options are the packages which contain more or less bells and whistles and options based on volume and number of fax lines.

The right approach for a corporate solution is to assess the company's requirements based on your software, usability, privacy, security, transmission speeds, document types, multi-location networks and all the other particulars. Determine your requirements, needs and questions then you can find a supplier that will offer solutions based on what your company needs rather than shopping fax systems from a menu board. Deciding that your fax communications vendor will make it to your order specifications will possibly change the outcome of your corporate fax solution choice.