Now that so much software is moving to the cloud, it can be hard to understand the pros and cons of transitioning any one product. Fax is a perfect example of this.
Since we specialize in enterprise-class hosted fax solutions, our customers often compare us to the latest fax server solution out there. So we figured it might be helpful to highlight some of the key differences between on-premise fax server solutions and our cloud fax platform, and how we stack up against the best online fax services available today.
What is Online Faxing?
Online faxing is a digital alternative to traditional faxing that allows users to send and receive faxes over the internet. Unlike the old-school fax machine that requires a dedicated phone line, online faxing leverages internet protocol (IP) to transmit documents. This means you can send and receive faxes from anywhere with an internet connection, eliminating the need for a physical fax machine. Online faxing services typically deliver faxes directly to your email or an online fax account, making it a more convenient and cost-effective option for both individuals and businesses. This technology has revolutionized communication, offering a seamless way to manage faxing needs without the hassle of traditional methods.
Environment and Online Fax Services
There are a few benefits to having a solution hosted in your own data center.
Control is the main advantage. For example, if something goes wrong, you are in control of your own destiny. You don’t have to wait around for updates or work through support tickets to get things working again. Some businesses still use traditional technologies like fax machines for control and disaster recovery.
Disaster Recovery is a big part of IT these days and some feel more comfortable implementing their own DR strategy.
A lot of people think of using managed service providers as giving up control. That’s true. But if the service provider has a more advanced infrastructure, quicker response times, and more up to date technology and security protocols…then giving up some control might actually improve your business processes and alleviate some of the burden on your IT team.
Simplicity
One of the nice things about moving to the cloud is you can be up and running in a matter of just minutes, rather than days or weeks.
With an on-premise server, you are committed to understanding every aspect just in case something goes wrong and your need to fix it.
With a hosted cloud fax solution or an internet fax service, your main focus is simply learning how to use the interface. This enables quicker deployments and ultimately saves serious amounts of time and money.
Scaling with Online Fax Services
It’s rather easy to do a cost comparison if prices for either solution are fixed. However, when trying to account for growth, it can get a lot more complicated.
You may be trying to decide between purchasing a fax server or going with a hosted fax solution. But will one server be enough? Not if you are looking for redundancy. So now you are looking at multiple servers, external databases, SQL servers, load balancers, multiple VoIP gateways…the list can get pretty big quickly as well as the costs.
Most online fax services offer subscription models with monthly fees, page allotments, and features like integration with cloud storage and mobile support, which can influence your choice of service.
You will also want to host them in geo-redundant locations. Most fax servers are sold by port (concurrent call) licenses. As you grow, you may need to upgrade the number of ports. You also may want to upgrade the software at some point in the future.
Hosted solutions eliminate the need to solve these problems as you transfer all this burden onto your provider. The key of course is choosing the right solution – one dedicated to advancing technology and acting as a trusted partner in your business.
Key Features to Consider
When choosing an online fax service, there are several key features to consider to ensure it meets your business needs.
Fax Number Options and Integration
Toll-free fax numbers: Many online fax services offer toll-free fax numbers, which can be beneficial for businesses that want to provide a convenient way for customers to contact them. This feature can enhance your professional image and make it easier for clients to reach you without incurring charges.
Local fax numbers: Some services offer local fax numbers, which can be useful for businesses that want to establish a local presence. This can be particularly advantageous for companies looking to build trust within specific communities.
Integration with existing phone systems: Some online fax services can integrate with existing phone systems, making it easy to manage both voice and fax communications. This integration can streamline your communication processes and reduce the complexity of managing multiple systems.
Security and Compliance
HIPAA compliance: For businesses in the healthcare industry, it’s essential to choose an online fax service that is HIPAA compliant to ensure the secure transmission of sensitive patient information. This compliance is crucial for maintaining patient confidentiality and avoiding legal issues.
Encryption: Look for services that offer encryption to protect fax transmissions from unauthorized access. Encryption ensures that your documents are secure during transmission, providing peace of mind that sensitive information is protected.
Secure storage: Consider services that offer secure storage options for faxes, such as cloud storage or on-premise storage. Secure storage solutions ensure that your documents are safely archived and easily accessible when needed.
Cost of Online Fax Services
What it really comes down to most of the time is the cost of an online faxing service versus traditional methods. This is a tough one sometimes, because it’s hard to know the future costs of an on-premise solution, especially when accounting for growth.
This means the decision will come down to what makes the most sense for your current business situation. Either invest a large amount up front and attempt to minimize recurring costs in the future, or have a simpler monthly recurring cost that is easier to anticipate.
It’s really a matter of choice, as a lot of times the costs even out eventually. Though the cost in terms of time and IT resources can make on-premise servers quite a bit more expensive over time.
Ready to dump your fax server and outsource to the cloud? Documo is the trusted partner you can count on for secure, reliable, and scalable fax communication in your business.
Get a risk-free trial of Documo now and experience the difference for yourself.
User Experience and Support
User interface: A user-friendly interface is essential for easy navigation and use of the online fax service. An intuitive design can significantly reduce the learning curve and improve overall efficiency.
Mobile apps: Many online fax services offer mobile apps, which can be useful for users who need to send and receive faxes on-the-go. Mobile apps provide flexibility and convenience, allowing you to manage your faxing needs from your smartphone or tablet.
Customer support: Look for services that offer reliable customer support, such as phone, email, or live chat support. Quality customer support can be invaluable when you encounter issues or have questions about the service, ensuring that you can resolve problems quickly and efficiently.
By considering these key features, you can choose the best online fax service that aligns with your business requirements and enhances your communication processes.