Many people see fax as a dying or antiquated technology. However, many businesses still need to use fax in order to communicate. This is especially true when dealing with sensitive documents that require signatures. So, how do businesses manage the need to use fax with the increasing availability of technology that reduces the need for dedicated fax machines? The answer is FOIP.

What is FOIP?

You may have heard of VOIP (voice over internet protocol) before. FOIP is basically the fax version of this technology. Fax over internet protocol is the modern way to send and receive faxes without the need for a dedicated fax machine.

 

With FOIP, faxes can be sent and received much like an email. Users receive a digital copy of the fax to their inbox and can send faxes from integrated programs like Microsoft Outlook or by using connected devices including multifunction printers and even smartphones.

Why Not Stop Faxing Entirely?

It’s not uncommon to see people talk about fax the same way they might talk about a horse and carriage. To some, sending a fax is an outdated form of communication given modern technology. However, fax still serves a very important purpose in many businesses. For those businesses, it’s simply not possible to move away from faxing documents entirely. As an example, companies beholden to HIPAA regulations are often required to send secure faxes when communicating sensitive information like patient data. Other businesses may require documents like invoices to be faxed.

 

There is no way to end faxing altogether, but there is a way to improve the process.

Save Money with FOIP

One of the most common reasons businesses want to move away from the traditional fax system is because of the cost. The fax machine requires maintenance and materials like toner and paper. In addition, there must be a dedicated phone line for the faxes to be delivered on. In an age where people are cutting the cord, paying for a dedicated landline just to receive faxes is often seen as an unnecessary expense.

 

FOIP uses a businesses’ existing internet service to offer the security of a fax with greater convenience at a lower cost. Much like VOIP costs much less than a landline, FOIP does as well. Plus, since most businesses already require the internet these days, the infrastructure to manage FOIP is largely already in place.

 

Of course, all the extra costs are greatly reduced or eliminated as well when switching to FOIP. There is no need for a dedicated fax machine meaning repairs and future upgrades are no longer a concern. Buying paper or toner for the fax machine is a thing of the past as well. In the event a fax delivered by FOIP needs to be printed to get a hard copy, the user can simply print from their email to their printer as they would with any other document.

Don’t Skimp on Security

Security is the main reason fax is still used by so many businesses. Can FOIP deliver the security of a traditional fax machine? Although the process to send and receive a fax by FOIP seems simple, the security behind it is anything but. Advanced user controls and encryption ensure faxes are securely sent and received. For businesses that must comply with strict regulatory requirements regarding the information they handle, this is an essential feature of FOIP.

 

In fact, because documents can be routed to authorized individuals only, there is an argument to be made that FOIP is even more secure than a traditional fax line. Gone are the days where a fax may arrive only to sit in the fax machine’s print tray in clear view of anyone that walks by. Delivery is secure from point a to point b with only the intended people gaining access to the information within the fax.

Get the Facts About Fax

Being able to send and receive a fax is still an essential communication tool for many. However, the old way isn’t the only way. FOIP offers cost savings, security, and convenience all in one package. To learn more about FOIP and how to implement it in your business, contact the communication experts at Verity Group today.