Remember when fax machines were the height of modern communication technology in the office? Then with the advent of email, its demise was widely predicted but in fact, faxes are still being used widely in different sectors and for many critical reasons. The legally binding nature of documents sent in this way, the traceability of the protocol and its intrinsic security combine to make fax the ideal way to send and receive the most important documents in real time.
Fax Needed Evolution
The reason why many thought that fax technology’s days were outworn was that the fax machine does have some drawbacks. Issues with the paper at either end means important information could get lost or go missing. This can directly affect privacy and security issues. Since fax machines in most cases sit open and accessible to a wide range of individuals, stacks of one’s private or business critical information can often be left abandoned in the printers’ or fax machines’ receiving tray. Finally, the data contained on the transmission was difficult to extract and be utilized electronically for other valuable use. For instance, in case of healthcare industry, health information can be powerful when it exists in a usable format.
Introducing Automatic Fax Routing
As one of the SmarThru™ Workflow Lite offerings within Business Core™Printing Solutions (BCPS), Samsung Printing Solutions’ automatic fax routing feature has overcame the shortcomings and even beyond. In a simple sense, the automatic fax routing feature enables automatic distribution of faxes to predetermined locations using metadata or caller ID. Simple as it may sound, the benefits to businesses can be great: enhanced productivity, easy data utilization,ensured security and finally, effective cost-saving.
1. Enhanced productivity with automated workflows.
Since incoming faxes are distributed to predefined destinations automatically by manually categorizing locations using metadata or caller ID, this creates error-free process and reduced execution of multistep processes, which means no more lost and missing faxes in the midst. Also, businesses can gain improved response time that ensures fast delivery, since faxes are delivered directly to the fax or email account, users are alerted to and can respond to incoming faxes immediately.
2. Easy data utilization through safe document archiving.
Using metadata, automatic fax routing helps businesses to organize hard copy documents as electronic resources, providing safe and easy archiving and retrieving of documents for businesses. Once fax documents are stored digitally, it allows documents to be found by relevant criteria, identified and distinguished according to giving location information.This automatic categorization can not only increase productivity, but help businesses to utilize the resource more easily and effectively.
3. Ensured security.
Delivering faxes directly to a users’ email inbox after selecting the caller ID, this eliminates any irrelevant individuals to have access to documents and information within. And again, there is no missing or lost faxes.
4. Effective Cost-Saving.
Not to mention cost savings that comes from the reduced paper usage, since this cutting edge fax technology is part of Samsung’s Business Core™ Printing Solution, which provides serverless solution offering, this gives businesses the opportunity to reduce costs by eliminating the need for additional third party server fees to connect multiple printing devices, as well as delivering highly-efficient, paper-free fax capabilities.
With the SmarThru™ Workflow Lite’s automated fax routing solution, Samsung Printing Solutions has created a seamless and more intuitive infrastructure for document handling that will enable users to capture process and distribute documents digitally. Sending a fax will no longer be thought of as obsolete and could yet become the safest and most efficient way to send documents now as well as in the future.