Online Fax Document Security

Document Security: It is not enough that you would need the option to send your data as an encrypted PDF document. An enterprise grade Online Fax solution should be able to assign this option on a per user basis and allow that user the option to send each document as secured or unsecured. Make sure that the secured data is encrypted before it is transmitted from your computer; before it is routed to a server.

3 Internet Fax Sending Options...How to Choose

Corporations considering replacing an aging fax server with cloud Internet fax service must understand the three fax sending options, benefits and drawbacks! So make sure you research each service type before investing time and money to implement a fax solution that is inefficient which doesn't match the corporate requirements and policy.  

Web based account... This type of Online fax sending provides good security, but is the least user friendly and extremely inefficient.  

Email to Fax... Without a doubt the easiest to use and implement, has poor security.  

Desktop software... Provides maximum security, fits in with network security policy and depending on the software features can provide many user productivity benefits.

Before considering any Online fax service be sure to define goals such as increased efficiency, expanded fax capability, provide for remote staff, fax enable world-wide locations, fax machine overflow capture, and on and on. A great resource to quickly provide the details needed for evaluation of services and implementation planning is right here...free online fax guide, protect against wasting time and money, plan a mix of Online fax solutions to best fit overall corporate needs. For in depth planning check out The Definitive Guide to Corporate Fax Solutions. 



















8VXHHSPQJMME

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.

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.

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.

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.

Help Your Clients Begin 2012 In The Black

There are many New Year's resolutions people make this time of year. But making more money is one that goes without saying. As a financial professional, you can light a path to your clients' future with one good prospectus, trade or proposal. But it has to get there first. Help your clients begin 2012 in the black with online fax solutions and other technology improvements. Help protect your communications and get your clients in on the ground floor in the New Year.
Online Faxing: Your office sends out thousands of prospectuses and financial info packets per day. With several departments churning out documents every day, there is bound to be some traffic jams. But internet fax services create a digital queue so that your documents always go out and your clients never receive a busy signal. Finance moves at a fast pace so you want to make sure your clients have all the facts as soon as they need them.
E-Mail Servers: Sending thousands of documents a day to large contact lists can create backlogs and bounce-back lists a mile long. These e-mail blunders can cripple your office servers if you are not prepared for it. By using an outside server and connecting your e-mail with your company fax, you can protect against large bounce-backs.
Working Together: If your office is sharing communication resources, crowding around one fax machine or crossing paths too often, web fax services offer solutions. By creating separate online fax desktops for each division, you can keep your document processes more organized and ensure that there is not too much crossover.

The Paperless Office Could Mean More Than Good Marketing

For years, technology companies and inventive dreamers alike have been conjuring a possible future where innovation will completely replace paper in the American workplace. Like flying cars and meals in pill form, the paperless office has at times sounded completely achievable and a total pipe dream. But in an age of internet fax services, ever-present e-mails and an internet connection in every pocket, a paperless office could be achieved today. So what's the hold-up?

While some offices are veritable electronics stores—complete with TV monitors and video chat stations—there are still over 210 billion faxes sent every year. And old habits die hard. But while a little good publicity isn't enough for most offices to take the time to swap paper prints for iPads and swap ancient fax machines for online faxing, some real savings might. With 210 billion pieces of paper flowing from office to office and few recycling their paper—according to recent studies, only 5% of paper used in US offices will be recycled—technology becomes far more sustainable.

In 2009, stationery and office supply wholesalers numbered 2,518 and generated $19.1 billion revenues, according to Dun & Bradstreet. This multi-billion dollar industry is financed through businesses stuck to the old way of doing things. With help from online fax services and other technologies, businesses could save tens of thousands per year.

But the bottom line isn't the only thing that stands to benefit. The online fax industry claims it takes 4 trees on an annual basis to meet the needs of fax machines within one large U.S. based company. And according to the EPA, more than 17 million trees are annually cut down in order to produce enough paper for the United States alone. There are several reasons to switch to the more sustainable, more environmentally friendly choice. And unlike a flying car, this improvement will improve air quality.

Apple Phases Out Fax Capabilities With New OS Lion

While the march into a more mobile-connected world has done its damndest to phase out paper, faxing seems to be here to stay. In industries like law and construction, where an original copy or a personal signature can mean the difference between moving forward and postponing, modern incarnations like internet fax services have been a godsend.

But Mac users reliant on sending faxes through a modem attached to the telephone through Mac OS 10.6 were shocked when the computer giant Apple released the highly anticipated Mac OS 10.7 Lion in July. Stripped of these fax capabilities, Lion instead uses a Print-and-Scan feature that has left many users unsatisfied, searching for new faxing solutions. If you are one of them, perhaps it is time to upgrade to a web fax service this fall.

The changes are small but significant. The Print & Fax preference pane from 10.6 Snow Leopard is now called Print & Scan, but when you click the + button to add a device, you can still add a fax modem. But the Apple USB Modem (discontinued in 2009) won’t work in Lion because it relies on 32-bit drivers that don’t work (and thus aren’t included) in the 64-bit Lion. So USB modem users will have to find a new way to fax.

If you have been using a modem to send a fax, you have probably been looking for a change for some time. Online faxing provides many features not available with a modem. You can get all the conveniences of e-mail, including no busy signals, add-on contact list clients and desktop notifications so you won't miss your modem when you upgrade to Lion.