Considerations for an On Demand Fax Solution

Considerations for an On Demand Fax Solution

As corporations adopt digital fax file systems as part of their standard business communications processes, a critical question facing IT is how to achieve enterprise-grade standards. Due to the demands for software customization options, contact integration and the importance of your business-critical data, your corporate online fax solution must be just as robust as the rest of the enterprise. While it may be the instinct of IT to achieve this with an in-house fax server, this DefinitiveGuide for Corporate Fax Solutions will discuss how an on-demand, desktop fax system will provide a more robust solution.

The 5 keys to delivering enterprise-grade, multi-location fax solutions are:

1. Security
2. Usability
3. Integration
4. Scalability
5. Performance 
   
   
   
   
   Copyright, 2012, Global Access Inc, Smyrna, Tennessee, USA, (866) 809-0399
   http://www.globalaccessinc.com

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.

You CAN Save Time and Money on Corporate Faxing!

The corporate fax machine: a one-time tool of efficient communication that has become a Paleolithic relic of office equipment, full of precise sensors and finely-tuned moving parts just waiting to malfunction. The machine is frequently out of paper, creating images that are smeared, lined or perhaps too light, receiving faxes that get jammed in the queue--and all on the opposite side of the building from the person needing to respond to the transmission! Every malfunction, every paper jam, and busy signal costs you money!

• Imagine if every employee had a fax machine in his or her office and the resulting streamlined efficiency!
• Imagine the savings in your personnel time, which could be more productively spent on projects than on walking – repeatedly – to the fax machine throughout the day.
• Imagine the savings you'll earn on office equipment and supplies!
• Imagine no time spent on incoming or outgoing busy signals!
• Imagine safe and secure corporate fax document communications!

Imagine the OnlineFax.com experience!

OnlineFax.com is unlike other web-based fax services. With OnlineFax.com, your employees can send a fax to one person or to thousands with just a few clicks. Our pioneering and innovative software does not require you to log in to a separate website; our exclusive software allows you to connect directly to the Internet. If a document is printable, OnlineFax.com can send it without needing to use a converter or scanner to turn it into something faxable. Any document you need to fax or e-mail – correspondence, reports, presentations, invoices, purchase orders, drawings, scans, web pages, newsletters, announcements – OnlineFax.com software can handle it for you and your employees, no matter where they are, whether in your office or while traveling on business.

Please visit our website for more detailed information about how our corporate fax services can save you time and money at: www.onlinefax.com or phone us at 866-809-0399.

One of our account managers will be standing by to answer your questions about our services, as well as help you build a customized package designed specifically for your corporation's needs. Let us help you get started with OnlineFax.com!