6 criteria to consider when looking for the best fax solution
Most businesses can’t afford to jeopardize the integrity and efficiency of their document exchange processes and workflows, and many are additionally required to comply with privacy and security regulations. This is why businesses are increasingly turning to state-of-the-art fax technology, the most secure communication method available.
But choosing the right fax service is not always easy. There is a bewildering array of solutions on the market, with a wide range of features and often complicated business models. To make the best-informed choice, it is important to define your requirements and expectations, involve all your stakeholders, and match your requirements with the most relevant criteria.
Here are six things to consider as you evaluate fax solutions:
1. Company Background and Industry Expertise
Understanding of the company behind the fax solution you are evaluating is critical. How long has the company been in business? Is it growing and staying ahead of the technology curve? What expertise and experience does the company have that directly address your criteria?
2. Flexible Payment Models
Cost optimization is also a key factor, so examine the various pricing models available. Are the different subscription plans being offered flexible and customizable? Can you benefit from volume-based reductions? Can you benefit from a subscription that will accommodate fluctuations in fax volumes?
3. Information Security and Integrity
If your organization operates in a highly regulated industry, the solutions you consider should allow you to protect document privacy and facilitate compliance with regulations such as HIPAA, FERPA and the Sarbanes-Oxley Act. What is the SLA level? Top service providers offer carrier grade SLA of 99.9%. Does the cloud infrastructure allow for High-Availability and Disaster Recovery? What are the user/admin control, management, and encryption features?
4. User Experience
Another important aspect to take into account is how users will embrace their new fax solution. Does it guide users through their tasks intuitively? A fax service that requires less training can achieve measurable success more quickly. Can faxes be sent or received directly from within your everyday applications, such as your email service? Is a user-friendly mobile application part of the fax service? Are users able to fax using the same fax numbers they have always used?
5. Integration with Third Party Applications and Devices
The cloud fax solution you choose must be able to integrate seamlessly with your current infrastructure and be compatible with a wide spectrum of ERP, workflow applications and Microsoft Office 365. The fax solution should integrate printing, scanning and copying into one single solution. You should be able to send faxes to and from all major MFPs (Xerox, Ricoh, Sharp, Fuji-Xerox, Lexmark, etc.) through specially developed connectors. All fax activity transiting to an MFP should be captured by the cloud fax service with detailed tracking and audit reports.
6. Enterprise-Grade Features
Last but not least, as a business or public organization, you need to make sure the solutions you are evaluating meet the following enterprise-grade requirements:
- Fast and Scalable Deployment
- Robust Fax Management Features
- Inbound Fax Routing and Outbound Fax Scheduling
- Customer Service
To learn more about information security and other selection criteria that will ensure the success of your fax solution, read the Fax Buyer’s Guide:Cloud fax solutions buyer’s guide