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.

Online Faxing Make an Office Green

Online Fax Services Make an Office Green

In an increasingly interconnected world, technology has made reducing your carbon footprint at work that much easier. With e-mail tools, PDFs and scanners, you can cut down your office's paper consumption to nearly zero. But no matter how much you cut, there are still those occasional things that require you to kill a tree. Contracts, signed purchase orders and invoices still need to be hard copied. That's why, if going green is the name of the game, <a href="http://www.onlinefax.com" title="online fax">Online Fax</a> can help.

According to the National Resources Defense Council, offices are finding ways to use less paper. In 2007, the group released a list of ways offices have cut back their paper consumption. The NRDC recommends you put a message in all e-mails asking readers to think before they print, and to use e-mail for all internal memos and client communication. By getting printers that print on both sides, offices can reduce the amount of waste they create. And by stocking your office kitchen with reuseable cups and plates instead of paper and plastic ones, you can cut down on office waste.

But even with all these tips, using some paper is unavoidable, even four years later. One key way offices can cut down on paper usage with Online Fax. Our online fax software allows you to receive all faxes digitally so you print less, using less paper. This system allows your customers and clients to send you their signatures and hard copies just as they would a normal fax but you receive it digitally over the internet.

Combining these tips and using a web fax service like ours, we can create a smarter, greener, less wasteful world. Check us out at www.onlinefax.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

Converting to OnLine Faxing - Common Mistake #3

Converting to OnLine Faxing - Common Mistake #3

  

Disregarding the need to integrate your contact database(s) is a surefire way to integrate buyer's remorse. At the very least try to avoid making a long term commitment to maintenance and updates for dual database management.

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

Converting to OnLine Faxing - Common Mistake #2

Converting to OnLine Faxing - Common Mistake #2

Neglecting to factor in user friendliness and accessibility is probably the most common mistake made by corporations moving to a new online fax system. User requirements to access and process fax data should be the litmus test used to measure the advantages you expect to see from a fax solution. Forget the way the daily user uses the system and you've built yourself a “bridge to nowhere.” 

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

Converting to OnLine Faxing - Common Mistake #1

Converting to OnLine Faxing - Common Mistake #1

• Leaving loopholes in the security of your fax system is one of the biggest mistakes that can be made during the selection and transition to a new online fax solution. If full considerations are not made, the results could be costly.
  
  
  Copyright 2012, Global Access Inc, Smyrna Tennessee, USA, (866) 809-0399
  http://www.globalaccessinc.com

Identiy Theft Prevention, Online Fax

Identity Theft Prevention, Online Fax!

We've all heard the nightmare stories about the ordeal an individual must endure after having their personal information stolen and used. Most of the time we think in some way the individual deserved it because they were giving out their credit card or other personal information to scammers or unknown internet businesses. Another misconception is that our personal information is usually stolen from large online databases. Most important our thoughts always lead us to believe it's someone outside a company that commits the evil deed!

Beware of the evil within!

All these companies have very recent identity theft stories where the thief was an employee that had access to customer's information. One way to protect your customers is by using a high security Online Fax, http://www.onlinefax.com, service to remove employee access to unsecured fax machines rich with documents full of personal confidential details.

How embarrassing and costly would it be to call customers to let them know an employee stole their personal details?

Of course Human Resources departments interviewed and did drug tests and background checks on these persons, but the best protection is to secure the information within the corporate walls.

These companies have experienced ongoing pain and liability from an identity theft employee... Reduce your exposure with Online Faxing.

2011 Nov Wells Fargo, Atlanta, GA <click here for the story>

2012 March Dillard's, Shreveport, LA <click here for the story>

2012 April Greenville Hospital, Greenville, SC <click here for the story>

2012 April ProVest, Tampa, FL <click here for the story>

2012 May United Healthcare, Minneapolis, MN <click here for the story>

2012 May Newark Aiport, Newark, NJ <click here for the story>

2012 May Northwestern Memorial Hospital, Chicago, IL <click here for the story>

2012 May Massachusetts Eye and Ear Infirmary, Boston, MA <click here for the story>

2012 May University of Phoenix, Wankesha, WI <click here for the story>

2012 June Mission Beach Gym, San Diego, CA <click here for the story>

2012 July Internal Revenue Service, Philadelphia, PA <click here for the story>

and on, and on, ...

Copyright 2012, Global Access, Inc., http://www.onlinefax.com, (866) 809-0399

18 Online Fax Cost Savings to Evaluate

18 Online Fax Cost Savings to Evaluate

Today, many trucking and other companies are trapped by their fax machine. Their communications and security are lacking due to fear of change to new technology complicated by the difficulty of determining productivity savings of a switch to online faxing, www.onlinefax.com. Here's a partial list of productivity gains a company needs to consider when evaluating whether to switch to Online Fax.

1. Eliminates printing a document to fax, employee time, paper, and ink
2. Eliminates employee time walking to the fax machine, dialing, redialing, waiting for confirmation
3. No more lost faxes
4. No calls to customers asking to resend a fax
5. Eliminates need to scan faxes received
6. Sign fax documents digitally, saves time, paper and ink
7. Experience fewer interruptions to fax communications
8. Never busy fax receiving
9. Easily grant corporation wide fax capability at the desktop computer
10. Enables mobile workers to fax while traveling
11. Automatically capture a copy of all faxes sent and received
12. Create searchable fax archive
13. Get rid of phone lines
14. Get rid of old fax servers
15. No more fax server software upgrades or support costs
16. No more fax machine maintenance costs
17. Increase fax document security of sensitive information
18. Block junk faxes

Ultimately corporations that accept change, catching the wave of technology, can tremendously impact their business with productivity gains and enhanced competitive strategy be propelled past competition by providing with the best industry customer service and products.

copyright 2012, Global Access Inc, Smyrna, Tennessee, http://www.onlinefax.com

Executive Privilege for Traditional Fax

Executive Privilege for Traditional Fax

President Obama can claim 'executive privilege' in order to protect 'fast and furious' documents, as stated by the Huffington Post.  Since the 1960's when fax machines became popular in the office they have soared in use to over 19 million in just the United States, as stated by NationMaster. Fax machines gave business an inexpensive way to send documents quickly which was a replacement for the mobile courier or Federal Express. Thus the fax machine became the holy grail of office equipment, a business could not be without one. Usually each corporate group, physical location or department in larger corporations would have a shared fax machine centrally located for twenty or thirty people to access. 

At the time this was a great step ahead in efficiency, however, is it efficient in today's business?

In the business environment fax machines have been given 'executive privilege' protecting them from being replaced by newer more efficient technology such as Online Faxing or a fax server.

Consider how simple and inexpensive sending an email is, now imagine sending faxes just like an email or receiving a fax as an email! Wow, now faxing, Online Faxing, is more simple than even the old fashioned traditional fax machine.


Is your corporation trapped by your fax machine in a tradition of inefficiency?

Copyright 2012, Global Access Inc, Smyrna Tennessee, USA

Turn an iPhone into a Portable Online Fax Machine

Turn an iPhone into a Portable Online Fax Machine

Using one of several new iPhone camera apps which allow one to convert a picture into an Adobe PDF file, also enables Online Faxing. All you need is the iPhone app, CamScanner, plus Online Fax's email 2 fax account presto! You can take a picture of a paper document then send as a fax from your iPhone or Android!

Find Missing Faxes in 3 Quick Steps

3 Steps to Track Missing Faxes

In the days when faxes were received on a traditional fax machine or fax server, then printed directly to paper, you could know for sure it was received. However, the world of fax machines and fax servers has merged with the digital computer world creating much more efficient online fax sending and receiving, it now integrates with mobile devices, phones, desktop and laptop computers.

Online Faxing, can be accessed from many sources, an office phone system, online fax service provider, virtual office services, local phone company, and through internet service providers. We still tend to think of fax as machine to machine, not realizing it can pass through other services before reaching the target. So, that fax you just sent could be delivered by a hundred different services, using email, ftp, fax machine, fax server, internet folder, etc. 

Now, if the recipient says it didn't arrive, but we know it was sent. Where could it go?
These 3 Steps will help you find that missing fax and diagnose the source of the problem.

FIRST STEP: Find out How Faxes Arrive at the Recipient?
Ask the recipient how they receive faxes?
    Is it an Online Faxing service?
    Is it by a fax server?
    A fax machine?
    From the in-house phone system?
    Is it from a hosted phone service/system?
    Does it arrive in email?

SECOND STEP: Here are suggestions to check if faxes are captured by in-house equipment.
If they use a fax machine have them check if it is working properly?
    Start by printing the machine log report looking for the senders fax number?
    Does it have paper, ink or show any error message on the display?
If they use a fax server have them check with the company computer support person, is it working properly?
If the faxes are handled by there in-office phone system they need to check with the telephony support person, is it working?

THIRD STEP: Here are things to check if faxes are captured by outside or hosted services.
If the faxes are processed by a hosted (out of the office) phone system, Online Faxing service, virtual office, hosted telephone number provider, etc, they need to check with the service, there could be a problem with the service provider? Normally faxes are delivered by email from a service provider and 99% of the time email is the weakest link in receiving faxes.

Be sure to check your junk email or spam folder of the computer you are using in case a spam software update now views those critical faxes as junk.

As always happy Online Faxing!

Online Faxing for Your Business Needs

For private document transmission, the fax machine has been the tool many businesses have chosen. Unfortunately, many businesses don't own a fax machine with a dedicated fax line. In this economy you have to save wherever you can and having a dedicated phone line is just not an option. Several companies have used shared phone lines, but this approach has caused many callers consternation when they hear the familiar modem sound on the receiver because someone forgot to switch the line over. Businesses as well as individuals have discovered the alternative of an online faxing service.

There are many online faxing services to from which to choose. Moreover, there are many different levels of service. How do you choose the right one? It helps to ask a few questions about the online faxing service. How much does the service cost? How many faxes do you send and receive each month? Do you need an 800 number? In what format can you upload files? Finding a company that will offer faxing services at a good price with options for file types and multi-user functions is an important part of choosing a provider.

Having an 800 number for a faxing service will more than likely cost an additional two to three dollars more per month, but with unlimited phone services provided by your online faxing company, an 800 number will be unnecessary. Unless you receive a lot of international faxing, an 800 number is probably not worth the expense.

Many of the online faxing services will accept all of the popular data types, as well, and unless you have an unusual format for your faxes, there should be very little hassle in selecting the correct one.

Choosing the faxing service that is right for your needs can be a very easy proposition. Take your time and ask the questions, you will be glad you did.

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.

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.