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Advantages Of Online Fax Services

Online Fax

Online fax, internet fax or e-fax, is a method of sending fax documents electronically via the internet. This eliminates the need for the traditional telephone line and fax server in the business. The fax documents can be viewed remotely on a phone or computer, making it easier for companies to send confidential documents to their employees remotely. All faxes are conveniently stored in cloud storage for easy retrieval at any time. You, too, can take advantage of and enjoy the benefits of online fax services. Some of the benefits of e-fax services include: 

1. The Service Is Easy To Use  

There is no learning curve with online faxing services. One of the reasons for this is because you don’t necessarily need the physical faxing machine to send or receive a fax. Only basic skills are required to send a fax. You also choose how you wish to send and receive your faxes too. Some of the ways you can send/receive faxes include:

a. Send by email: 

Subscribing to e-fax services allows you to choose the many different file formats to save, convert, or send your documents. You can then use your email address (say Google Workspace or Gmail) to activate the Google Fax Service. Starting the Google Fax service allows you to enter the recipient’s fax number and fax provider or their email addresses. Next, attach the document you wish to send, let it be converted into readable fax format, then send. 

b. Receive through email: 

You can receive faxes via email too. As long as the sender has your online fax number, you can have the fax delivered to your inbox within seconds. The online fax company only converts it into a file format your email can read, an image file in this case. This allows you to view, download, or even print your faxes easily. 

2. Military Grade Security 

This is one of the main reasons many companies today only use e-fax to send and receive confidential documents. Unlike your regular email, electronic faxes are highly encrypted and protected from possible eavesdropping, reducing the chances of falling into the wrong hands. It would, however, be advisable to ensure your provider safeguards your files when on transit and their cloud servers. Always do due diligence on a potential provider before subscribing to their service.  Some of the ways/methods e-fax service providers employ to protect your faxes include: 

a. Confirmation Email: 

This is a security feature aimed at preventing fraudulent activity on your fax account. The provider sends a confirmation email to the e-fax account owner for verification before the document can be sent. Activating this feature makes it easier to detect unauthorized activity on your account and block faxes you haven’t authorized.  It will also recommend changing your password if you suspect someone has access to your account or detects fraudulent activity. 

b. SSL encryption: 

Most, if not all, online fax service providers use SSL encryption to prevent eavesdropping or unauthorized access online. Only the intended recipients receive the fax message, a crucial factor considering the numerous online threats today. This feature is automatically activated whenever you try to open your fax, redirecting you to a protected browser and encrypting the connection as well. The ‘Https’ on your address indicates that the web address is encrypted, thus safe. 

c. Additional security: 

Most e-fax service providers offer extra protection for a fee.  If worried documents stored on the cloud server might be compromised, signing up for the additional security might help. 

Online faxing is considerably safer and more secure than the traditional faxing system.  With military-grade encryptions and other security measures, the risk of crucial information landing in the wrong hands is significantly reduced. E-fax also reduces the need for fax machines and papers, which again protects them from physical damage in case of fires or floods. 

Although you might not know this, only you can access e-faxes received via mail.  The sender can also password-protect the document, allowing only individuals with the password access to the same. The other reason or feature that has allowed faxes to remain relevant is that they are tamper-resistant.  Aside from the various encryptions used, it is almost impossible for anyone to edit it without leaving a trail. They thus only receive the fax in its raw-unedited form. 

3. Eliminates Machine, Printing, and Paper Costs  

Electronic fax eliminates the need for the traditional fax machine, storage cabinets, or printing paper. The faxes are stored digitally in the cloud, cutting down all expenses that would come with using the traditional fax system. One of the advantages of storing fax files in the cloud is that one can access, download and even send faxes from anywhere on the planet.  With an active internet connection, you can view, send, and receive faxes on the go. 

If a client sends a multi-page document, the traditional fax system would have to print all the pages first. The electronic fax service eliminates this by allowing you to digitally view all the pages and only print the most crucial or required page(s). You will thus be saving on printing expenses with e-faxes than you would with the traditional system. The company will be saving lots of money that would have otherwise gone to print expenses. 

4. It’s Highly Affordable 

Unlike popular belief, almost everyone can afford an e-fax service. While traditional fax machines were only synonymous with already established companies and organizations, all you need today is to subscribe to the service. You don’t have to invest in a fax machine unless absolutely necessary. 

Ifaxapp services are not only offered as a subscription but also come in different packages too. This allows one to choose the package/plan most appropriate for their company. Whether your company sends tons of faxes or just a few in a month, there’ll be a suitable plan for just that. The reduced need for faxing equipment and printing expenses has made faxing quite affordable for many.  You, however, should check to see if your provider charges a flat fee or charges extra for international faxes. However, many providers will allow you to deduct allotted pages to cater to the additional cost instead of asking you to pay more. 

Electronic fax service is more cost-effective when compared to traditional fax machines that cost thousands of dollars. The e-fax service also eliminates recurring costs standard with conventional systems, including servicing and maintenance, electricity costs, and service call fees. Almost everything is done online, with only the service provider footing the cost of running the service. These companies also offer free online support for their service. You thus won’t be charged extra for any calls you make to them. 

Traditional faxing machines run on electricity and also attract telephone bills as well. These machines are energy hogs as they have to stay turned on all the time to receive faxes in real-time. Online faxes are hosted on a cloud server, with only an internet connection needed on the client’s end.  As long as your mobile phone or laptop is charged and connected to the internet, you should receive faxes in real-time. 

5. Accessibility And Convenience 

It is worth mentioning again that online faxes make sending and receiving faxes from anywhere a reality. Thanks to the cloud storage system, you can access all sent faxes in real-time and even send new ones directly from your email. Whether on a safari or hiking, you’ll still be able to send and receive faxes without a hassle. 

Unlike traditional fax systems that require a fax and telephone machine, all you need to send and receive electronic faxes is an internet-enabled device and your email address. 

The advantages of online fax services far outweigh the disadvantages (if any). Electronic faxing is also considerably more affordable and accessible, allowing you to send and receive documents securely in real-time.  In addition to accessibility and convenience, e-faxes have made sending confidential messages to specific persons possible. The same wouldn’t be possible considering most companies had a shared fax machine.

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