In the early 1970s one of the most used pieces of corporate technology saw its birth. The modern fax machine, which has finally been marketed after many years of fine tuning to eliminate both transmission and reception problems, is lacking in the stage. This technology revolutionized the business so documents could be sent half a world away as long as both the recipient and the sender had a fax and telephone line. What had taken days could be achieved in hours, and business efficiency increased sharply.
Forty years later most offices still have some kind of original fax machine and although it may be smaller and nicer than before, it works in almost the same way. Until recently no significant advances in fax technology had been made, except for sharpening and larger page memory. Now an option is available for a company that wants to improve efficiency and save on costs, Internet Fax.
Internet faxing can take several forms. One is a traditional fax machine that can also send images over the web. Another is a modem that has the ability to send and receive fax data. The latest and least difficult are Internet fax programs, which are usually offered by a local telephone service provider or as part of purchased software. A real Internet fax eliminates the need for bulky machines and paper, and instead sends faxed documents directly to a specified email account or online account. Many come complete with a free number that clients who have traditional fax machines can use, and who can convert incoming fax data into document and image files.
The most basic advantage of an Internet fax model is cost. Faxing over the Internet eliminates massive long distance charges, especially if a large document is sent, or if the destination is abroad. Because the fax is sent with the already existing Internet connection, no additional charges are made. This can mean significant longterm savings. In addition, the Internet fax software eliminates the need for expensive hardware, limiting repair, paper and toner costs.
Internet Fax Options also allow a computer to receive faxed documents even when the computer is turned off and receiving multiple faxes at the same time, a restriction that has always tampered with the traditional fax machine. In addition, the documents will be safe and can only be seen by those who have access to the destination email account or online fax account. This limits leakage or dissemination of confidential or limited information. An Internet Fax also makes it possible to send documents, anyway, either to another Internet fax program or to a traditional fax machine. This means that even when a business begins to fax over the Internet, they will not lose the ability to communicate with those who have not done the switch.
Apart from a cost perspective, faxing via the Internet saves a company that is inevitably the most limited resource they have. Modern fax machines with phone calls can transfer data within minutes, but Internet Fax can perform the transfer of a data file, regardless of size, in seconds. Additionally, the absence of a physical machine means that paper jams or ink and paper shortages can not prevent transmission or reception of information. The ability to send and receive multiple files also lowers costs, as well as the fact that the Internet Fax application can be installed on multiple computers. There is no longer a waiting for the fax or the fear that it may break or fail to transfer an important document.
Since an Internet Fax does not use a traditional landline, it also eliminates the feared pickup signal. Instead, faxes are received directly, and if the maximum number of simultaneously downloaded documents is reached, they can simply be run. This helps eliminate missed and sent faxes, and helps track incoming faxes, as each will be stamped with the time and date it arrived at the companys email account.
Internet fax options range from major applications to simple browser applications, depending on the space and transfer needs of a company. They produce higher quality images than traditional fax machines, making it a fraction of cost and time. While the traditional fax is still alive and good, there is a profitable alternative. As companies continue to develop against a paperless system, Internet Fax can help a company to significantly reduce machine usage and paper purchases.