Though we say that we are moving towards a paperless world, there are still areas of important operations, which function only on papers and for them they are the major pieces of approval or proof. We have the email facilities now but some organizations do not accept an email copy of a scanned document but would want the hand written signed copy as such in physical form and it is in this situation that we need a fax machine. Fax machines are mainly used for such transfers of data and information from one end to the other in physical form.
The olden day`s fax machines have been replaced in the present day with the online faxing facilities. But if you are new to this service, you will definitely have this doubt lingering in your mind as to how they are different from a document sent through email. Understand that when you email a document you scan it and then attach it to the recipient with a message. But with online fax facilities, you get to fax them directly just like how it happens with the physical fax machines and the only difference here is that you will be doing it over the internet and not through any device or tool with how to fax from your phone.
All you are required to have is an uninterrupted internet connection and a device with 24 hours network availability. But there are few hardships here too. Let's take an in-depth look at them to really decide on whether they are a really useful tool in replacing the tedious and time consuming fax machines.
When a person uses this online fax facility, he needs to see that he first has an internet connection that is given to him at the maximum speed without constant network problems. Only when this is proper, will your very purpose of opting for an online fax facility will be of any and utmost use.
The user should hold a good smartphone that can support and aid the process of online faxing facility. This phone should be able to auto-update if there are changes from the service provider`s side .
Though we say that faxes and documents through fax using this mode can be sent from anywhere to anybody at anytime, the basic requirement for this is that the user should have the document in his system or laptop without which the whole process and efforts taken to login into the website is an utter waste. The very reason for using this facility is that you can establish contact and help to avoid emergency situations but when you do not store the documents properly, there is no point in using them.
Another very important caution while using this online fax facility is getting the right service provider. With the popularity and demand for this going high day by day, the numbers of such online service providers are also increasing. But not all of them are reliable and efficient in doing the job correctly. Since this process is something to do with some confidential and important documents about the business, it needs to be done with utmost care and caution. When you are in the wrong hands, there are all possibilities for information breach which might fall as a great hit on your business. So be very careful in selecting the right service provider for the right kind of service.
Process of online fax
Online fax machines need not necessarily be email to email but can also be email to fax machines. It is a very simple process. A person who intends to send a fax online must first enter the fax number of the recipient in the address bar and then select the document to be sent. Every online fax facility subscriber is given the option to attach a personal digital signature which will make the document an authentic and reliable proof for the purpose they are sent for. Once the send button is pushed, the document reaches the receiving end in no time either on the device or the recipient`s email id. Here the important role is played by the service provider whose magic works backstage and takes all efforts in transferring the intended document in a safe and readable format.