Online faxing has transformed the way faxes are sent and received, making them more secure, convenient, and compliant. Unlike using a physical fax machine with paper, ink, and a dedicated phone line, cloud faxing allows users to send and receive faxes online through computer software and mobile apps. There are a variety of benefits of cloud faxing, so you should consider switching to cloud faxing today. Here’s a list of our top 10 benefits.
What is Cloud Faxing?
100% cloud based, cloud faxing delivers faxes over the internet. It doesn’t require extra machinery or a dedicated phone line. It may also be called fax by email, fax to cloud, internet faxing, online cloud fax, or online faxing. All you need is a computer, tablet, or mobile device and an internet connection and you can send and receive faxes digitally from any device at any time.
Top 10 Benefits of Cloud Faxing
1. Secure and Reliable
Cloud faxing offers high-level, end-to-end data encryption of each fax. It also keeps fax files in encrypted format during the retention period in the cloud. This provides protection for both the sender and recipient. It meets the highest data compliance levels, such as HIPAA, and applies necessary security measures to prevent hackers, bureaus, and cyber-attacks from acquiring your fax information.
Additionally, online faxing allows for disaster recovery to keep your business going without disruption should that be necessary.
2. HIPAA Compliant
For practices covered by HIPAA, policies and procedures should include safeguards for protecting protected health information (PHI) that you send and receive by fax. Because of data encryption cloud faxing provides, including real-time secure data transfer, PHI is protected. Layers of security keep it from being “hacked.” Even if it is intercepted, the third party won’t be able to read it without a conversion by an authorized user.
Softlinx cloud fax services go through the Annual SOC 2 Type II audit and Application Penetration test by reputable third-party vendors. This creates audit reports available to customers to ensure HIPAA compliance. We will also sign a Business Associate Agreement (BAA).
3. Document Control
Online cloud faxing services allow users to easily organize, manage, search for, track, and record incoming and outgoing faxes. Organize documents into folders to make searching for fax documents and sorting records of fax transmissions easy. You can also manage who has access to the files and track usage, maintaining control over and visibility into who sends, receives, and accesses files.
4. Easy to Use
Not only do these services offer immediate service activation without long lead time, but they also allow you to keep your existing fax number so there’s no extra work for you. User-friendly online faxing tools via email and web allow you to send and receive faxes anywhere. Plus, Softlinx also offers a customer web portal with comprehensive fax administration features, making managing fax users and faxing activities easy.
With cloud faxing, you don’t need to rely on fax machines or dedicated phone lines. Instead, you can send and receive faxes using any device. This includes a desktop, laptop, tablet, or mobile device. You also don’t need additional hardware or equipment. Everything can be set up using an app or software.
Most cloud servers automatically sync data so you can access faxes anywhere at any time. This ultimately reduces time spent waiting for faxes to be sent and received.
Switching to online faxing eliminates the need to spend capital expense:
- To purchase and maintain on-premises fax servers.
- Engaging internal IT staff to manage the system and network.
- Purchasing a manual fax machine, paper, ink, or maintenance.
- On long-distance phone charges for faxing.
All of these savings can be used for or spent on other projects.
7. Seamless Integration
Cloud fax APIs and automation tools enable healthcare and other businesses to send and receive faxes directly from within your application. Fax metadata passing enables seamless integration with back-office document workflows. Plus, many services offer out-of-the-box features to support mail merge, barcode recognition and fax back.
8. Unlimited Capacity and Performance
Cloud faxing operates on the cloud. This means the capacity and performance is virtually unlimited. This is especially true compared to traditional faxing. For example:
- Multiple carrier connectivity allows businesses to maximize call completion rate.
- There’s no busy fax tone for incoming faxes and no send attempt delay of outgoing faxes.
- It’s fast and easy to add extra lines to accommodate increasing capacity needs.
- Real-time disaster recovery ensures business continuity.
9. Ongoing Customer Support
If you have questions or are running into challenges, live agents in the U.S. and customer support portals with ticketing systems make getting answers fast and easy. You can expect responsive and prompt resolution of service-related issues. Softlinx is dedicated to customer success and total satisfaction.
10. Drives Workplace Productivity
One of the main benefits of cloud faxing is that it simplifies faxing tasks. You don’t need to deal with paperwork, refilling paper or ink cartridges, or other maintenance, and can eliminate challenges like managing junk faxes. This all can improve the processing time of receiving and sending faxes.
Softlinx Cloud Faxing Services Available
For more than 20 years, Softlinx has provided businesses with comprehensive cloud faxing and document delivery services. Working with us can increase cost savings, compliance, productivity, and more, while seamlessly adding new cloud faxing methods straight into existing workflows.