Why Faxing Still Matters for Modern Offices
Despite the rise of digital communication, faxing continues to play a central role in many offices today. While traditional fax machines may seem outdated, its technology has quietly caught up to make it a valuable part of many modern business operations. Today, offices in industries that are required to handle physical documents often deploy fax machines to move data safely and rapidly. For these organizations, a centralized fax server can be a critical device for optimizing office efficiency.
A centralized fax server is a good idea for any office that uses faxing or fax machines on a regular basis. Read on to learn what one is and why it’s a wise investment in most cases.
Fax Machines, Data Security, and Compliance
Many industries that handle sensitive information are subject to strict compliance requirements designed to safeguard data. For companies in the financial, legal, and healthcare sectors, these requirements can mean a mandate to handle certain types of data or communications through physical documents. Despite advances in digital technology, faxed documents are still widely regarded as more secure and official than emails, phone calls, or text messages.
These mandates have remained in place even as business has moved steadily toward a digital reality. Organizations in these industries need a way to meet the requirement for physical documents while still gaining the security and efficiency of modern faxing and scanning solutions. Faxing is one of the few options that can quickly send a hard copy document from one point to another.
Faxing today looks very different than it once did. It is now possible to fax from a physical machine to a computer or an email inbox, and while many multifunction printers include faxing options, fax technology has evolved to integrate fully with the rest of the office productivity ecosystem.
What Is a Centralized Fax Server?
A fax server is one tool that makes this integration possible. It is a piece of hardware or software that allows a computer to send and receive faxes. Users can scan physical documents into their computer and fax them to a destination, and they can also receive faxes and print them.
Fax servers eliminate the need for a physical fax machine while streamlining how a company sends a fax. They also add flexibility in what a company can do with the documents it sends and receives, including folding them into the wider digital infrastructure that document solutions are steadily moving toward.
A centralized fax server takes this a step further. It is a single piece of hardware through which all faxes are routed. Outbound faxes are sent using a client on the user’s computer, and inbound faxes are delivered through the server to a printer or a folder on a device.
A centralized server also removes the need for a physical fax machine, but faxes no longer travel to or from individual devices. This setup is useful because it makes faxing more accessible across a wide network while adding a layer of security by removing direct access to a company’s computers.
OpenText RightFax for Daily Faxing
Rich application integrations: The software works alongside Microsoft, IBM, Oracle, and other applications to create an integrated, streamlined set of business processes.
Universal MFP integration via SMTP or XML: Because multifunction printers are a staple of the modern office, OpenText Fax can harness the capabilities of almost any brand or model through SMTP or XML, with full integration for Ricoh, HP, Konica Minolta, and Xerox devices.
Scalable, flexible deployment: Multiple options, including on-premise and hybrid setups, let the system scale without worrying about fax boards, channels, or capacity limits.
Fax environment visibility and analytics: Built-in reporting helps offices avoid bottlenecks and unnecessary scanning by tracking traffic across the fax server.
Archiving options: Several long-term storage options make sure a fax is never lost.
A centralized fax server makes it easier to roll out company-wide faxing while taking advantage of these integration capabilities. OpenText Fax helps offices meet compliance requirements while keeping their document workflows modern and efficient
DSI Provides Centralized Fax Server Solutions
Rather than relying on physical fax machines, a fax server creates a unified environment that works alongside a company’s document and print solutions. A centralized fax server takes those capabilities further and is one way offices that handle hard copies of documents keep their operations efficient. Pairing it with strong records management gives an office a complete, compliant approach to document handling.
Set Up Your Centralized Fax Server with DSI
DSI helps offices across New Mexico achieve the operational efficiency and compliance that modern document handling demands. If your team faxes regularly, our specialists can help you plan and set up a centralized fax server built around how you work. You can also explore our managed IT services in New Mexico to support the wider network it runs on. Reach out through any of the options below:
Jocelyn Gorman, the Executive Vice President of DSI, possesses a deep understanding of the unique requirements of growing businesses. With over a decade of experience collaborating with clients across various industries, she closely collaborates with her Sales Team to develop and implement tailored technology solutions. These solutions aim to enhance office productivity and minimize operational costs. Her remarkable ability to effectively address business challenges has garnered recognition from prestigious publications such as the Cannata Report and Family Business Magazine.
