Internet Fax Services – Do’s and Don’ts

Estimated Time to Read: 3 minutes

Fax is one of the essential communication tools used in the corporate world. With the advancement in fax technology, many companies have shifted to its new form of internet fax service. Here are some important things about such a fax service you should remember.

Don’t Focus on Pricing Alone

Every organization is looking for ways to cut down costs. However, that does not mean the vendor offering the lowest price for an online fax service is best for you. Besides prices, several other important factors go into selecting the right online fax service provider. Here are the steps to determine the correct pricing.

Assess Your Needs

Many online fax service vendors offer a monthly subscription model where you get free fax credits against the monthly subscription fee. In this fee model, you are allowed to send and receive a specific number of faxes in a month. For any additional faxes, you have to pay an additional amount.

You need to assess the organization faxing needs before selecting any monthly subscription model. Based on your needs, you need to choose a plan that provides the best value for money.

Contact Vendors

You need to approach different online fax service vendors and get a quote from them and compare their plans.

Request Demo

As mentioned earlier, the low price should not be a deciding factor when choosing an internet fax service vendor. You need to check the quality of the service, which can ascertain by requesting a demo or free trial of their service before making the final decision.

Do Focus on Security and Compliance

Some organizations are bound by Sarbanes Oxley, HIPAA, and other similar regulations which need the organization to protect the information of their customers at all cost. Today, vulnerabilities of network and fax machines can easily allow hackers to get control of your fax systems.

You need to ensure the online fax service employs industry-standard security and encryption technologies to protect your fax communication. You can ask the vendor whether they provide GDPR or HIPAA compliant faxing service.

Do Integrate Fax Service with Other Systems

System Integration is becoming important with advances in automation technology. The integration of systems simplifies processes and management. An integrated internet fax service with CRM, Sales, or other business systems would improve the workflow and provide easy access to fax communication without the need to access different user interfaces.

When you integrate online fax service with other business systems, it will provide you a more seamless experience.

Don’t Ignore Mobile Applications

Mobility is an important factor for the modern workforce. You need to look for an online fax service that also offers mobile applications. This would help your employees use an Internet fax service while on the move or away from the office.

Your employees will be able to send and receive faxes from their smartphones, and office boundaries would not restrict the use of online fax service.

Do Check the Setup Costs

The setup process is simple. All you need to do is signing up for the online fax service and learn how to send and receive faxes. There is no hardware or software installation on the client-side. If the vendor quote mentions setup costs, you need to avoid the vendor.

Do Check the Number of Countries Supported

Online fax services may not support all countries. Hence, you need to ensure the online fax service supports the countries you need to send and receive faxes. This is important before selecting any plan from the vendor.

Don’t Ignore Cancelling Policies

Most online fax services require you to add credit card details when you sign up for the service. After the trial period is over, the vendor starts billing you for the service. You need to look for canceling policies and get your doubts cleared about it before signing up for the online fax service.

Do Check the Electronic Signature Feature

An electronic signature is an integral part of digital documents. The electronic signature seals the documents and also keeps a record of changes made after the signature was added. In simple words, it prevents tampering of online fax communication. These are some of the do’s and don’ts you need to pay attention to when signing for an Internet fax service.