When fax machines were first introduced, they revolutionized business communications. In recent years however, fax servers have undergone some important changes, and users can now send faxes without so much as a phone system or physical line. By installing the server software on a virtual server over your network, it can then be set to “talk” with the SIP trunks over your computer network.
Since no fax boards need to be installed in your copier equipment, cost savings are instantly realized, while the user experience stays the same. In addition, rather than being limited to a designated fax machine, users can send a fax from virtually any copier, as well as their desktop, laptop, or smartphone. In regards to regulatory compliance, all faxes which are sent or received within, or outside the country, are readily available for legal discovery.
Managing faxes is easier than ever, choosing any networked printer as the output device, and routing faxes to folders, print drivers or emails as needed.
One of the more common sizes is a three-channel system, which can transmit up to three faxes simultaneously. We’ll also size your system using a 20 to 1 ratio, where for every 20 fax lines available, only 1 is in use at any given time.
Some of the most popular fax features and benefits:
Automatic Routing of Incoming Faxes
When a user sends a fax, they are effectively scanning the document for delivery to its intended destination. Once received it can either be printed out or the electronic version of the document can be captured and routed to the desired location such as an email address or designated folder, or automatically sent directly to an electronic document management system.
The Convenience of Sending a Fax From Your Desktop
Multifunction systems allow users to print, scan, copy or fax their documents from one convenient location, though nothing is more convenient than from your desktop. Whereas the old method of faxing would have necessitated a hardcopy to then be scanned during the faxing process, the same task can now be accomplished from any desktop in your network.
Utilizing fax server technology to streamline the routing, management and transmission process has a number of benefits including cost savings and an increase in employee productivity. This innovative solution provides the best of both worlds, combining the basic functionality of an MFP with electronic management capabilities.
Additional benefits include:
- Ability to route documents to numerous destinations according to which number is dialed.
- A reduction in the number of phone lines required, increasing instead the number of fax lines, with greater features.
- Improved end user experience, as fax servers are thoroughly integrated with multifunction systems.
Multiple Access Capabilities
MFPs are incredibly convenient, but what happens when the MFP is being used to print, or copy a document and there is an incoming fax? Fortunately, today’s multifunction systems allow for numerous features to be used simultaneously, so you can carry on while the fax function is performed behind the scenes.
Multiple Line Support
For businesses with medium to high fax volumes, the traditional approach was to purchase additional fax machines to keep up with demand. Many MFPs on the market today however, support more than one line, eliminating the need for multiple fax machines. Fax servers can support up to eight or more fax lines, but only you can decide if you need to expand your fleet of fax machines or if an MFP will do. The answer depends on the unique requirements of your business. Options include a standalone fax, an MFP for more advanced applications, or the addition of a fax server.
For help choosing the best solution for your needs while staying true to your budget call one of our representatives today.