Most businesses today use Internet protocol (IP) or voice over IP (VoIP) technology for phones and data. Fax over IP takes advantage of the Internet and data lines to make physical fax machines unnecessary. The faxing is done through software servers and applications. IP faxing will change an office for the better in several ways.
Employees Send Faxes From Applications
One of the main improvements fax over VoIP will make in an office is that employees can send or receive documents through software applications. This means the employees do not need to get up and use a physical fax machine. It also reduces the need to constantly check a fax machine or physical bin for an incoming fax. The fax is just another network device. The software allows faxes to be routed to different users as they come into the business. It also allows employees to schedule outgoing faxes. This improves productivity.
No Need for Fax Maintenance or Supplies
A typical fax machine requires maintenance and a number of different supplies. The machine can jam, break or even start malfunctioning. The machine needs to be refilled with paper and toner. Using fax over IP makes all of this unnecessary. The entire fax server exists online. The only hardware necessary is the network or information technology infrastructure the business already uses. There are even fax servers available that are accessible through mobile devices. The lack of dedicated hardware will save time and money on supplies.
Faxes Can Be Received and Sent Simultaneously
A problem with traditional fax machines is that they were only capable of handling one job at a time. The fax could be sending or receiving. Some advanced models could send one document while receiving another if two landlines were available. None of this is an issue with Fax Over VOIP solution. Incoming and outgoing data can be received and processed no matter how many documents are being sent and received. This increases the capabilities of the business while avoiding missed faxes.
Landlines Are Not Necessary
A traditional fax machine uses analog signals to send and receive data. This means the fax needs a dedicate landline. Fax Over IP uses a T1 line or cloud-based server. The business does not have to maintain a separate landline that runs just to the fax machine. The fax service will use the data line or network the rest of the business uses.
The Incoming Fax Protocol Does Not Matter
A final way fax over VoIP will change an office is by removing the problems created by the many fax protocols in use today. Fax machines can usually understand a very limited set of protocols. Incompatible protocols can prevent a fax from being sent or received. IP fax servers can send or receive in any protocol. They can also be updated if new protocols are developed.
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