Using your existing MFP for Electronic Fax Delivery (Inbound)
Inbound Fax Routing is the process of converting your hard copy fax output into electronic files. This eliminates the need to print the faxes which will save you Toner costs and Paper costs
You already know that your copier can fax...Did you know that it has the ability to E-Fax or LAN fax? Most copier manufacturers are including the ability to route incoming faxes electronically as well as send electronic faxes directly from your computer. These are common features that are often glanced over and rarely used. What are the capabilities? How does it work? Can this help me save money, reduce paper consumption and become more environmentally friendly? Yes, but the functionality is limited.
Benefits:
- Reduced Toner/Paper Consumption
- Cost Savings
- Improved Productivity
Limitations:
- Manual Fax processing will still be required
- No Direct Fax Forwarding Available
- Hardware based phone line limitations
Utilizing your MFP for Inbound Fax Routing
Email Delivery
The most common setup for this process is to have your faxes sent to a single, dedicated email address. The fax will never be printed but instead emailed as an attachment. In this way, each fax will be emailed to a dedicated person who can view the faxes, delete the junk and forward the important items. This is a common setup because it imitates your process in an electronic way. Instead of delivering paper faxes, you'll have someone delivering an email attachment.
Using email is the most convenient way to setup Inbound Fax routing but it comes with a major limitation. When your dedicated "fax routing" person is out of the office it will be difficult to collect these faxes. Your IT Administrator has the ability to get this email but it's simply not convenient when someone is out sick. For this reason, the inbound fax feature is usually turned off after the first sick day!
Folder Delivery with Email Alerts
The second method is to push your faxes from the copier to a dedicated folder on a Server or P.C. This way, you can grant anyone access to the fax folder. You'll still want to give a single person the responsibility of managing these electronic faxes but you won't be shut out if that person leaves the office.
Finally, you'll want the dedicated "fax person" to be alerted of any incoming fax. Some (not all) copiers will give you a friendly email notice to let you know that a new fax is available for processing. Ask your rep about the alert function because it is very important! Without it, someone will need to constantly monitor your fax folder and this simply won't happen.
Specialized Fax Software
It may be time to consider specialized Fax Software if your organization receives large amounts of faxed documents, needs multiple phone lines or requires automated fax delivery. With these software packages you will receive much more functionality including automated fax delivery to the recipient. In my opinion, the consumer should stay away from solutions that are created by the copier manufacturer. Their goal is to sell you hardware and will use proprietary software to make it very hard for you to make any changes. Find a third party company that focuses their attention on fax routing software and you won't be disappointed. These companies have one goal and that's to sell, maintain and improve their fax routing software.
Right Fax by Captaris is the industry leader in Fax Routing Software. Click the link to learn more about the capabilities of a dedicated Fax Server. http://www.captaris.com/rightfax/
