Lawyers conduct a lot of business by sending notices, contracts, and other documents to other lawyers, businesses, and government. Much of the documentation has specific time constraints to reach the other party, and can be sensitive in nature. Fax machines have been a staple in offices for decades, providing a reliable means of transmitting documents. However, with the advent of cloud technology, businesses can now take advantage of a more modern solution – cloud fax services. Let’s discuss the advantages of using a cloud fax service for your business.
Couriers and mail services are an option to deliver hard copy. However, these are subject to delays that we have all probably experienced. Or, potentially worse yet, delivered to the wrong address! Emailing documents is used by most of us to send documents. But, many organisations do not recommend email for contractual documents and notifications for a variety of reasons.
- Out of office notice. Creates doubt that the email will be read.
- Large attachments. The destination email server may refuse the email because the size is too big.
- Internet connectivity issues. Emails can fail for a variety of reasons.
Fax is commonly used by any lawyers and government bodies for the delivery of documentation. Why do many choose fax:
- Electronic confirmation of delivery. Once it is in the destination fax machine, it is considered delivered. Usually this can be used as proof in a court.
- Delivery within minutes.
- Documents can be hundreds of pages. Size is not an issue.
- Never busy inbound numbers.
- Automated staggered outbound faxing for many faxes to one number
Accessibility and Convenience
With a cloud fax service, you don’t need to be physically present at your office to send or receive faxes. You can access your fax account from any location with an internet connection, including your laptop or mobile device. This level of accessibility can help you stay connected with your team and clients even when you are out of the office. Our inbound fax numbers are “never busy”, so we can receive many faxes simultaneously to your number. If you want to send multiple faxes to the same number, we automatically stagger the faxes so they don’t clash.
Cost-Effective
Cloud fax services are often more cost-effective than traditional fax machines. Instead of spending money on the purchase, installation, and maintenance of a fax machine, you can subscribe to a cloud fax service for a low monthly fee. This can be especially beneficial for small businesses and start-ups that are looking to reduce costs.
Integration with Other Software
Many cloud fax services integrate with other software, such as email, document management systems, and CRMs. This integration allows you to easily send faxes directly from your email or other software, streamlining your workflow and saving you time.
Secure and Confidential
Cloud fax services offer security features such as encryption and secure data centres to protect your confidential documents. In addition, many services offer audit trails and access controls to ensure that only authorized personnel can view and send faxes. This level of security is often not possible with traditional fax machines. With WEL’s inbound and outbound fax service, we ensure all documents are encrypted at all points in our process. And we can store them encrypted or delete them immediately upon delivery to the destination.
Scalability
Cloud fax services can be easily scaled up or down to match your business needs. As your business grows, you can easily increase your capacity to send and receive faxes. Additionally, many services offer features such as virtual fax numbers that can be added or removed as needed.
Environmental Sustainability
Using a cloud fax service can help your business become more environmentally sustainable. By eliminating the need for paper and toner, you can reduce your carbon footprint and help preserve natural resources. In addition, cloud fax services often use data centres that are powered by renewable energy sources.
In conclusion, cloud fax services offer many advantages over traditional fax machines. They are more accessible, cost-effective, secure, and scalable. They also integrate with other software, making it easier to manage your documents and streamline your workflow. If you’re still using a traditional fax machine, it’s time to consider switching to a cloud fax service.
