When was the last time you transmitted a facsimile?  Well, if you work in a solicitor’s office, the banking sector or the NHS, probably yesterday!I emailed two minutes ago, but genuinely can’t remember when I last sent a fax message..Email is now the default medium, apart from professions that insist on paper documents still.

Lawyers and solicitors will, at a pinch, accept a fax document as an original provided it’s plain paper (not thermal and therefore not capable of fading over a period of time) and has been validated by another solicitor or lawyer usually.There are document management packages available, but some professions still insist on a clear paper-based audit trail.Fax will remain the preferred communications method for several business users.

That being the case, there are services business users can take advantage of to fully integrate fax with their existing IT infrastructure.  These services will facilitate the easy use of both communications technologies and avoid additional costs through purchase of dedicated fax equipment and enhance operation and security – Fax to Email.

A Fax to Email service allows you to receive faxes directly to your email address as attachments.  It’s an easy and confidential way of receiving, storing and forwarding important fax documents.Faxes are also more secure and confidential because the documents no longer sit on a shared machine.The “virtual” fax machine is never engaged and you’ll always be notified of incoming messages.  Filing of faxes and record keeping for audit purposes also becomes much simpler.

Add the cost and speed advantages of VoIP telephones lines that handle data, voice and fax transmissions and considerable cost savings can result. Fax to Email services can be fully integrated with all the vendor’s phone services, so you can receive multiple faxes simultaneously and never have to worry about toner or paper.  You won’t need to scan them in for storage and because the files are stored in a convenient TIFF format they can be printed out easily.  Voice and fax calls can be treated differently so the same telephone number can be used for both.  Using a single telephone number means your customers could be diverted to a member of staff while faxes are recognised and diverted to a mailbox and stored.

Setting up a Fax to Email service is remarkably simple and can cost from as little as 40 pence per day to operate.Depending on the number chosen for the service there could be revenue paid to you.  Setup, alerts and administration of the service is usually free from reputable VoIP and IP telephony suppliers.

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