A while back on the QDoxs blog, we discussed some of the benefits of cloud faxing and how to get started. If you missed it, you can catch up here: A Beginner’s Guide to Cloud Faxing With Your Xerox MFP.
In today’s entry, we’ll be looking at one of the cloud faxing solutions mentioned there: the XM Fax app. If you like the idea of less hardware to maintain in your office, no longer needing a dedicated fax line, and having a much easier time sending faxes while remaining in compliance with industry regulations, you’re going to want to stick around and see how it works.
Let’s learn about how it works:
How the XM Fax App Helps Organizations Modernize Their Fax Systems and Document Handling
As you may already know, cloud faxing is a technology that sends faxes over the internet, while still maintaining the regulatory compliance needs of traditional faxing. In all ways other than the mode of transportation (the internet vs. the traditional phone system), what you’re sending is a fax.
The XM Fax app helps organizations replace their dedicated fax machines with an integrated system right on their Xerox MFP. No more fax hardware, dedicated fax lines, or busy signals. Cloud based faxing with XM Fax is like sending an email—though you can still fax hard copy documents like you would with a traditional fax machine.
Users can authenticate at the MFP, pick a document they just scanned or a file in the workflow, choose a recipient, and send a fax without going to a separate fax device. The system also supports sending from desktops, email, or a mobile app, so a worker away from the office can still transmit a signed form.
XM Fax Is Secure and Regulation-Compliant. Here’s How It Works
Organizations in regulated industries where compliance matters still rely on fax. It’s also important for small businesses who need strict proof of delivery for the transmission of certain documents.
XM Fax keeps digital records of what was sent, when, and who did it. Those logs help with internal tracking and with meeting compliance requirements. This is available whether the fax is sent at the MFP, from a desktop, or from a mobile device.
A big part of regulatory compliance is security related. Cloud faxing with XM Fax not only meets security requirements, but can improve them compared to traditional faxing. For example, traditional faxing exposes documents on open trays or in busy fax piles. With XM Fax, documents can be held until an authenticated user releases them at the MFP, or they can be routed to a secure mailbox.
For organizations that handle health records, financial information, student data, or any kind of sensitive information, encryption-in-transit is very important to ensure only the intended recipient receives the fax. XM Fax utilizes encryption-in-transit for every fax.
Ready To Modernize Your Faxing – and All Other Document Handling Processes? We’re Here To Help!
Cloud faxing is one of those technologies that once you try it, you can’t imagine going back to the way things were before. A lot of the improvements a modern Xerox multifunction printer bring to your workplace are like that. If you’re ready to get started on upgrading your office, we’d love to help. Feel free to contact us with any questions you may have, or, if you’re ready to get the ball rolling right away, you may also request a free online quote.
