Your fax server and software should work for, not against, your business. If the technology you are using is not making the day-to-day operations of your business easier, it’s not a worthwhile investment. Your fax server may help you transmit documents, but it should also bring so much more to your business.
Here are four benefits your fax server should bring to your business.
Sending and receiving faxes, saving and storing documents, and integration with 3rd-party software are all things that should be seamless when it comes to your fax server. Nothing makes a business more flexible, profitable and easy to manage than efficiency. Your fax server should provide you with the ability to:
- Integrate with applications like SAP, Epic, MS Office, Oracle, and many others.
- Send and receive faxes using Outlook and other email service providers.
- Easily manage fax admins, users, and other team members.
- Convert fax images into searchable text.
- Quickly convert images and other documents into faxes.
The bottom line: if your fax solution doesn’t create a business environment that makes your employees’ jobs easier, it isn’t the right solution for your business.
Above all else, your fax solution should provide the security your business and your customers deserve. Whether you are sending a purchase order or patient health records, the documents should be protected. Your fax server should have the ability to:
- Encrypt images and faxes so that they can be securely sent to users.
- Create outbound dialing rules to control how and when faxes are sent.
- Set up SMTP options.
- Deliver faxes using secure email-to-fax methods as well as certified delivery.
- Create a dual server setup to minimize outages that cause data to be lost.
Compliance remains the top concern for businesses across the country, and government regulations like HIPAA and Sarbanes-Oxley cost companies millions of dollars each year in order to remain compliant.
When it comes to the transfer of sensitive documents, compliance can easily be broken if the information is not handled carefully and in strict accordance with government rules. Your fax server should not be a source of headache for your business when it comes to compliance, nor should it result in fines or lawsuits brought against your business. Some of the ways your fax server should help you maintain compliance include:
- Providing audit trails and receipts of received, sent, stored, and deleted faxes.
- Faxes that can only be opened by intended recipients.
- Integration with EMR/EHR and other vital document storage systems.
- Authentication and verification of individuals sending and receiving faxes.
- A more secure delivery method than email.
4. Business Intelligence
Your fax server should provide you with valuable reporting that your business can use as actionable intelligence. Your fax solution should have its own reporting capabilities, but it should also be compatible with other technology that will help you gather data on your fax server, users, errors, and much more. This data will help your team become more efficient in using your fax technology.
If your fax server isn’t providing you with a snapshot of fax trends, performance statistics, cost analyses, and other mission-critical datasets, it’s not the right server for your organization.
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