It’s estimated that a billion faxes are sent every year, many of which are still sent on multifunction printers (MFPs). While many organizations have made the switch to other fax solutions, namely hosted fax servers like RightFax, not all of them have integrated their service with their MFPs — the latest estimates put the number at one out of five. Why are so few organizations integrating their fax services with their MFPs? For some, it comes down to a lack of knowledge; they simply aren’t aware of the benefits of doing so.
There are four major reasons why every organization should integrate RightFax with their fleet of MFPs.
#1: Cost-Cutting Measures
Even with the initial investment for deploying a fax solution that is integrated with an organization’s MFPs, making the move is still a reliable cost-cutting measure. RightFax can support multiple MFPs at once, and it’s compatible with most of the major brands on the market (Canon, Lexmark, Toshiba, HP, Ricoh, Xerox, Sharp, Konica Minolta, etc.). This allows organizations to consolidate resources and cut their costs by reducing or eliminating:
- Standalone fax machines
- MFP fax kits
- Phone lines
- Paper and toner use
Eliminating the MFP fax kits and associated phone lines can reduce up to 90% of fax costs right away.
#2: Productivity Boosters
In most cases, consolidating solutions leads to more efficiency and better worker productivity. Integrating fax solutions and MFPs is no exception. It allows organizations to eliminate manual processes (printing, physically moving documents from one location to another, filling out and signing forms, scanning, etc.). Integrating MFPs with a fax solution that is also linked with document storage software means employees can simply select documents from their database and fax them using their fax server. Fax solutions like RightFax even provide traffic history and audit trails for organizations bound by industry regulations.
#3: Simple Deployment and Administration
Deploying, managing and performing maintenance on a fleet of standalone fax machines is expensive and time consuming. Electronic fax solutions simplify this process by centralizing document development and delivery. Admins don’t have to worry about MFP fax kits, phone lines and troubleshooting MFPs. Fax servers like RightFax provide a central hub for all incoming and outgoing faxes that can be used for a variety of business processes.
#4: Enhanced Security and Easier Compliance
Manually printing and moving documents opens organizations up to a whole host of security and compliance concerns. Documents can become lost, mishandled or fall into the wrong hands, leading to expensive headaches and compliance issues. Using an integrated fax solution with MFPs eliminates these hazards, providing a tamper-free method of moving documents from business applications. RightFax also provides a range of authentication services that include:
- Fax history tracking
- Assigning individual access rights to documents
- Automated delivery confirmation
- Routing of faxes to individual users
- Complete fax visibility and audit trails via user or device
These features increase accountability and control over faxes, making them much more secure and reduce compliance issues.