In an era where team messages and emails abound, faxing may appear archaic. After all, why bother with faxing when an email attachment can get the job done?
However, the reality is that due to the inadequate security of emails, faxes remain vital in numerous business sectors today. Industries with strict regulations, such as finance, healthcare, and government agencies, all rely on faxing for their document communication.
Moreover, faxes are no longer restricted to fax machines. They can be transmitted digitally over the internet with equivalent levels of regulatory compliance, security, and confidentiality. The best part? No need for costly equipment.
Let’s delve into eFax and discover how your business can employ it.
What is eFax?
Traditional faxing involves the transmission of documents from a fax machine to another fax machine through telephone lines. In the past, businesses and small-scale entrepreneurs needed a fax machine and a phone line to send and receive faxes.
However, this changed with the advent of eFax, which eliminates the need for hardware by utilizing the internet for fax delivery. With eFax, you can attach Word documents, PDF files, or other types of documents to a regular email or an app and send it to the recipient’s fax number, using only your smartphone, tablet, or desktop. The recipient can then retrieve the fax from their email inbox or a fax machine.
What are the benefits of eFax?
There are several advantages of using eFax over traditional fax machines. Here are a few:
1. Mass distribution
Traditional fax machines restrict you to sending a document to a single user at a time via a dedicated phone line.
In contrast, eFax permits mass distribution to numerous recipients with varying email addresses and fax numbers. The number of recipients may vary depending on the eFax service provider.
2. No busy signals
Traditional faxing can be an arduous task when you have to wait at the machine for extended periods due to a constant busy signal on the receiving end. To avoid such problems, some businesses pay extra for a phone line dedicated solely to faxes.
However, with eFax, you need not worry about busy signals or extra phone lines.
3. Greater customization
The cover pages of physical faxes are typically very basic, standard, and uninspiring.
However, eFax offers the option to customize cover pages, adding to their visual appeal. You can choose from pre-designed templates or create unique designs to draw attention to your brand and leave a positive first impression.
4. Flexible scheduling
Scheduling faxes in advance can significantly boost productivity and time management, especially when dealing with high volumes of faxes to send.
5. Secure document sharing
Physical faxes pose a significant security and confidentiality risk as they can be accessed intentionally or accidentally by someone other than the intended recipient.
However, a leading eFax service provider offers a secure and encrypted connection (TLS) and document storage in a password-protected account, ensuring top-notch security and confidentiality.
6. Anytime, anywhere delivery
The hardware limitations of traditional fax machines restrict mobility. In contrast, with digital eFax systems, you can send and receive faxes from anywhere with an internet connection.
Moreover, eFax services serve as a crucial communication tool in some countries where modern communication systems are not widely available.
7. Documented “paper” trail
In certain situations, it is necessary to maintain a paper trail to record the exact times that documents are sent and received. Fortunately, eFax offers an automated document log that keeps track of this information for you.
8. Integration with cloud communications systems
To maximize the benefits of eFax services, it’s essential that they seamlessly integrate with your overall communication system. A leading eFax service provider offers integration with other workflow management applications to streamline your workflow processes.
How does eFax work?
There are several steps involved in setting up and using eFax services, but the good news is that the process is quick and easy.
First, you need to subscribe to one of the many third-party online fax services available in the market and get assigned a unique fax number.
Once you have your fax number, there are two simple ways to send an eFax:
- You can use your service provider’s dedicated software or mobile app to send an eFax from anywhere in the world, making it a convenient and efficient way to send important documents.
- You can also attach any document to an email and send it to the recipient’s fax number. The recipient can then retrieve the fax from their email inbox or fax machine, making it easy to send and receive faxes without the need for physical fax machines or phone lines.
To receive eFaxes, you need to share your dedicated fax number with the person who intends to send you the documents.
Is eFax secure?
Security is one of the biggest concerns when sending documents and a primary reason why regulated industries still use traditional faxing. However, with a top eFax provider, you can have peace of mind knowing that your faxes are sent over encrypted connections (TLS) and accessible only through a password-protected account to authorized users. Additionally, you have complete control over who can access your dedicated eFax number. Top providers offer advanced blocking options that allow you to block specific numbers and area codes from faxing you and even block unknown senders to safeguard against unwanted faxes.
eFax in different industries
You can leverage eFax to streamline communication across various industries. The following are just a few examples of how eFax can be used:
- Healthcare: Medical providers can easily send prescriptions to pharmacies through a secure system that protects patient information.
- Financial Services: eFax can be used to send and receive important loan documents, as well as transaction records and other crucial statements.
- Legal: Lawyers can submit and respond to legal declarations related to court proceedings with a high level of confidentiality through eFax.
- Real Estate: In an industry where agents are often on the go, eFax can facilitate the quick exchange of contracts and other documents required to make offers, list properties, and close deals.
Send secure documents with RingCentral eFax
With RingCentral, you can easily customize eFax services to meet your user requirements as a standalone solution or integrate it with a comprehensive cross-channel communications system.
Integrate eFax services seamlessly with other popular applications such as Box, Dropbox, Google Drive, and Microsoft Outlook to further streamline your workflow.
Using the RingCentral app, your team can conveniently leverage the benefits of eFax from anywhere, using their computer, tablet, or smartphone without the need for additional hardware. You also get dedicated web and phone support to ensure your team can maximize their eFax capabilities.
Take advantage of RingCentral’s free trial to experience the benefits of eFax services today.
