Online Fax Hardware Security

Hardware Security: Just as you would ensure redundancy, power backup and other precautions for your computer system, your online fax communications provider should have appropriate measures in place to account for electrical power failure, server power supply failure, WAN fail over redundancy and RAID to protect your data in case of hard drive failure.

Converting to OnLine Faxing - Common Mistake #5

Converting to OnLine Faxing - Common Mistake #5

Assumptions of immediate fax document transmit either sending or receiving. This is a point particularly not considered when moving from a system of fax machines where faxes through the phone line are customarily pretty immediate. Or when moving to an internet fax server solution, where it is easily assumed that faxes will travel at the speed of email. Is timely transmission of information crucial to your business? Faxing business contracts, legal forms, medical records or signature deals usually require something close to immediate transmission where as personal fax solutions may be okay with a variance of fax speed, even willing to wait up to 20 minutes.

  Copyright 2012, Global Access Inc, Smyrna Tennessee, USA, (866) 809-0399
http://www.globalaccessinc.com

Converting to OnLine Faxing - Common Mistake #4

Converting to OnLine Faxing - Common Mistake #4

Resolve to adapt to a plan without flexibility and you've lost the greatest part of the benefit a new fax solution should have delivered. What do you do when you can't route incoming online faxes to multiple receivers? Why should you loose operational controls by enabling send and receive where you may only require one or the other?

  Copyright 2012, Global Access Inc, Smyrna Tennessee, USA, (866) 809-0399
http://www.globalaccessinc.com

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.

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.

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.

Legal Practices Go Paperless With Online Fax

While e-mail, instant messaging and cloud servers have dominated modern communication in recent years, some industries have not brought transmissions into the digital age. One such industry, law, is still largely a paper-heavy practice, using letter services and faxes to send important documents. But as digital communication becomes the norm for many legal clients, legal practices have turned to online fax services to digitize contracts, depositions, government documents and court papers.

With online faxing, lawyers, clerks and judges can communicate with clients by sending and receiving documents digitally. Working faster than a traditional scanner, an online fax system can handle massive corporate contracts, merger documents and other paperwork with ease. Creating a PDF of faxed documents makes them easier to share and manage over a cloud server or e-mail chain and can still preserve all signatures, notarized passages and other important hard-copy features.

One of the main worries of any legal practice is the security and confidentiality of legal documents. While e-mail is often prone to hacking, internet faxes create a secure communication over a highly encrypted internet connection so your information cannot be stolen.

By eliminating the fax machine and its many supplies from your office expenses, online faxing can save you money as well as time. If you are like most legal offices, the last thing you need is more paper so go paperless with online fax services.

Saying Goodbye to Snail Mail and Fax Machine Dinosaurs with Online Fax

Business communication has been transformed drastically thanks to inventions such as e-mail, smartphones and their various apps, and online fax services. E-mail has eliminated unwanted junk mail piling up in the office mailbox, while Online Fax has created the opportunity for businesses to say goodbye to their old fax machine dinosaurs taking up space and sucking up money for supplies. With fax machines there are constant operating and security headaches. Online Fax increases office productivity, eliminates unnecessary supply costs and assures that important documents get to the appropriate recipient.

Fast and efficient business is smart business. The Internet has made it possible for businesses to work together, whether they are in the same city or across an ocean. Yet some businesses are still using old fax machines to send important documents, dealing with the hassle of busy signals, paper jams and restocking supplies, losing time that could be focused elsewhere. Implementing online fax services to everyday business makes it possible for businesses to run fast and efficiently, assuring time isn't lost fighting the fax machine, rather, freeing time to accomplish more important tasks while saving money.

Online Fax was specifically designed for the use of business teams, multiple users throughout one or multiple office spaces are able to send and receive important documents simply over the Internet. With a secure and productive software platform, it assures users can send one or thousands of documents safely and with ease. Whether packages that will fit any business, starter or established businesses will find everything they need with Online Fax. Online fax makes it safe, secure and simple to send a fax.

With Online fax it's possible to fax or email important documents, invoices, purchase orders and newsletters from the office, while on the road and even while traveling all from your computer. The software is easy to use, from first use it's value is clearly evident. Online Fax eliminated the need for the office fax dinosaurs and will help businesses evolve out of the stone age.

Transitioning From Traditional To Online Fax

While the jump from a traditional, paper-based fax machine to an online fax service may seem daunting, Online Fax makes the transition easy by offering you tools that you already enjoy in your current phone or fax system, and fixing some of the most frustrating parts about modern office communication.

Contact Lists: If you are like most people in the era of cell phones and built-in e-mail lists, you can't remember a single phone number or e-mail address no matter how often you use it. So why should you have to for your fax system? Online Fax offers integration with all major e-mail systems and contact servers, including GMail, Outlook, Act, Goldmine and even Excel spreadsheets. Send a fax to anyone in your contact list and sync thousands of contacts with our fax system so you will never have to remember a contact number again.

No Busy Signal: Cell phone users have waved goodbye to the busy signal. That annoying beep has invaded our ears for the last time. Make sure it isn't the first thing your customers hear when they try and send you a fax. Even if multiple faxes are coming in at once, Online Fax insures the line will never be busy again.

Keep Your Number: These days, contact information is like currency. You trade your business card or e-mail address for services, access, and as a way to stay in touch. For the avid business professional, your contact information may be gracing thousands of contact lists right now. Don't change your fax number to move on an online fax service. Online Fax allows you to keep your current number so you won't have to resend thousands of contact files just to send a fax.

E-mail Hacking Averted Through Online Fax

With recent e-mail hacking scandals from GMail, Yahoo and HotMail, many are looking for more secure ways to send and receive documents. But few could have anticipated that the answer was through a technology that has existed for years. Online Fax offers an extra layer of security while working within your existing e-mail server that can protect you from hackers, spammers and junk faxes that plague modern offices.

On June 3, Google announced that hundreds of e-mails, including those of government officials and prominent journalists had been hacked. These GMail users fell victim to Phishing, a new kind of e-mail infiltration where hackers create an e-mail form that looks as if it is from a trusted source like your bank or doctor's office. The form asks for personal information like e-mail addresses, account numbers, and phone numbers. Once you have entered the information, you are told to click a link. That link sends the information into the wrong hands. This type of scam has infiltrated the top e-mail servers in the world, as well as some of its biggest corporations.

But with Online Fax, you can send a fax over the Internet, giving your customers peace of mind when opening any transmissions. You can also receive all messages through the online fax service so you don't ever face the perils of a phishing scam.

If your e-mail is hacked, Online Fax ensures that you're communications are delivered while you put your e-mail account in order. When CitiGroup's credit card department was hacked in late may, causing the infiltration of over 360,000 credit card accounts, Citi notified state governments using fax transmissions to avoid further complications. These safe, direct transmissions ensure that you won't run into any trouble.

Log on to OnlineFax.com to learn how we can help modernize your office today.