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Do I Need A Fax Number For My Business

Top 10 reasons why your company should stop using fax

by stacy

Keep your fax machine away from the table! Understandably, you want your company to operate at peak efficiency. So why are businesses still using the antiquated fax machine in 2018, you might wonder.

No matter whether you are using an online fax service or punching buttons into an old-fashioned fax machine, we have 10 reasons why your company should stop using faxes immediately and instead implement a cloud-based electronic signature system.

Many of the world’s most successful companies, including Apple, have already embraced SignEasy – will you be one of them?

1. It’s 2018 – time to get with the times

The fax system was initially implemented as a means of transmitting signed pieces of paper between offices at a time when we were still relying on dial-up Internet access technology.

(Does anyone else recall the screeching and beeping sound that accompanied our landline phones when they were connected to our computers?)

We need to stop using fax machines and start living in the present.
Although it may come as a surprise, the humble fax machine was actually invented in 1846 by Alexander Bain, who discovered a way to reproduce graphic signs using chemical mechanical fax-type devices. This concept was developed by many others, and it was aided by the Xerox Corporation’s discovery of how to transmit facsimiles over the telephone that brought faxing into the twenty-first century.

Despite this, not much has changed in the intervening years.

Even though online fax systems were developed as an online progression from the fax machine, the inconveniences they cause remain the same. These online platforms merely attempted to link together two existing systems – fax and email – and make them function as a single unit.

Electronic Signature systems (also known as e-signatures), on the other hand, have been specifically designed for the modern era. SignEasy is one such system.

Due to the increasing number of countries that recognize Electronic Signatures as legally binding, faxing is on its way out and being replaced by Electronic Signatures in its entirety.

Online fax systems are a fun novelty, but they are not practical for everyday communication.
For you to send online fax to a client, they must have either a traditional fax machine or an online fax system order for you to do so. How will you know if they don’t? So, what do you do in that case?

Any modern system that requires you to send an email to another email ID, which then sends it to a fax system that your client must have for it to be sent is a complete and utter waste of time.

Even if you send a fax, you may still receive an unanswered message! Sure, the online fax systems can send them for you automatically, but why take the chance of a delay?

2. Online fax systems rely on email attachments

To ensure that one single document is signed by all of the relevant parties, email attachments rely on you to put in place several different processes.

Before storing and archiving your fax, you must open it as an email attachment and read the contents.
Let’s take a look at the steps involved in uploading and sending an email attachment to an online fax system one by one.

You locate the file on your computer’s hard drive.
You put your signature on it (usually in Word format)
You attach it to an email, compose a message, and send it.
The recipient of the email must first download it, sign it, and then save it in a different format (usually as a PDF)
The email recipient is then responsible for returning it to you.
After that, you save it to your online fax cloud storage.
If there are more than one signees, this process will need to be repeated several times. Doesn’t that appear to be a little disjointed?

The speed of online fax systems is slow.
After all, why should you have to deal with the hassle of attaching files to emails and waiting for large files to upload to your inbox?

3. Fax makes multi-person signing complicated

In the case of an online fax system, it is not possible to request that a document be signed by several individuals at the same time.

Sending multiple copies of the same document to different recipients is limited to sending an individual copy of the document to each recipient. I’m afraid that’s not much use to you, is it?

discontinue the use of fax

Is it possible to have the online fax system notify other signers that their signature is pending while we’re at it? SignEasy, on the other hand, can.

You won’t have to waste time waiting for everyone to sign on the dotted line if you use SignEasy.
Just a little something to think about!

4. Online fax systems are security risks

The reason some businesses prefer faxing is that it provides a document receipt confirmation, similar to that provided by registered mail, according to their argument.

This is a reasonable argument, but once again, with SignEasy, you always receive confirmation of your order. An email notification from SignEasy is sent to you with a verified email address, IP address, and even a timestamp attached to it.

In addition, SignEasy provides a quick-glance feature that allows you to track the progress of all your documents in your own personal web or mobile dashboard, which you can access from anywhere.

Your recipients will no longer be able to claim that they did not receive the documents as a result of your constant follow-ups!

Using SSL, any documents you send or store with SignEasy are protected from prying eyes. There is absolutely no risk of sensitive information falling into the wrong hands.
Sending email attachments is less secure than using an e-signature software program.

5. You’re limited to certain file formats

What is the reason that the online fax system does not accept all file formats?

While online fax systems continue to promote Microsoft® Word®, an increasing number of businesses are opting to use shareable cloud-based formats such as Google Docs as a substitute. Even the traditional Word® or PDF formats are no longer sufficient for some documents that require signatures. Design approvals may be required as well – and different file formats are used by different people.

SignEasy accepts a wide range of file formats, converting each one to a secure PDF by default. These are the formats that are supported:

MS-Office Document Format (PDF) (.doc, .docx, .xls, .xlsx, .ppt)
OpenOffice is a software package that allows you to create documents in a variety of formats (.odt, .ods, ODP)
a piece of writing (.txt)
HTML is an abbreviation for Hypertext Markup Language (.rtf)
Images in CSV format (.jpg, .bmp, .png, .tiff)

6. Templates are the future

It is not possible to use existing templates that have been modified and shared with your recipients when using most online fax systems.

Isn’t that very user-friendly, to say the least? What if using a document that you can quickly amend and send, amend and send, instead of creating a new document every time you need to save time? We know you do, which is why SignEasy makes it possible for you to do so.

7. Fax usually still relies on paper

Gartner estimates that $22 billion to $32 billion is spent every year in the United States alone on simply filing, storing, and retrieving paper documents.

Even though online fax systems claim to be a paperless solution, you will find that they still promote printers. Why are we still looking at printers when the most efficient businesses are making every effort to eliminate paper from their operations?

8. Fax cannot highlight places for signing

With electronic signatures, you can easily identify the fields and sections that need to be annotated, whether the signer needs to include dates and notes, initials, or his or her own signature. That is impossible to accomplish using traditional faxed paper.

Furthermore, with SignEasy, you have the ability to completely customize the location of these annotations within each document you create.

9. Fax needs you to be online or in the office

Only recently have online fax systems realized that modern business is constantly on the move – and therefore requires a solution that can be taken with them wherever they go.

While some online fax systems are now developing mobile applications, they aren’t particularly useful if you just need to self-sign a document in a physical location.

discontinue the use of fax

Electronic signatures do not require you to be online or even at your desk to be valid. With our mobile and tablet-friendly apps, you can carry your office documents around with you at all times (iOS and Android).

Even if you are not connected to the internet, SignEasy allows you to collect e-signatures.

10. Fax complicates your company’s user access

When using an online fax system, you will typically need to configure the system so that each employee has their own unique fax number assigned to them.

The fact is, that’s just another number to add to the seemingly never-ending list of things that clients and colleagues alike require information about.

With e-signature technology, no one is required to have their own unique number to be reached.
To get started, simply create an account and assign different levels of access to your SignEasy dashboard, ensuring that everyone in your organization has the access they require.

discontinue the use of fax

It is still used, according to Fax Authority, because other people are still using it.

According to us, this is not a particularly good reason! It is only necessary to recall the history of cassette tapes to understand why. There’s a better way to approach this situation.

discontinue the use of fax

Online faxing, like the print-scan-print cycle before it, is simply not as fast as e-signature technology when it comes to speed.

If you want to increase your efficiency in the most cost-effective way possible while also reaping the benefits of cloud storage, SignEasy is a clear choice.

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