When you are getting rid of your fax machine should you go with a hosted solution?

Does panasonic laser fax even matter at all?

Fax machine cost leaves me unfulfilled all the time.

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You should not be using a fax machine to send faxes in the 21st century. Your computer gives you more options, features and security.

• You get to pick your own local number,
  
• You can opt to have an international number if you prefer,
  
• Voice to email/fax is included,
  
• You can manage and archive faxes indefinitely.
  

Another option for having a faxing software solution is to have it hosted by a 3rd party.

This is, in our experience and opinion, the best of both worlds.

Combining the telecoms infrastructure of a medium / large communications company with the power of well developed and feature rich software has now become the backbone of a decent hosted faxing software service. When you add the basic scanning and printing that your office should be capable of, and lets face it, basic scanning and printing nowadays is pretty advanced, a hosted solution becomes a ridiculously powerful system.

Depending on the provider, you can save substantial amounts of time, which is, again in our opinion, even more important than the money that can be saved. You can always generate money, but you cannot generate time.

Using a hosted system, which usually now takes advantage of all the toys digital phone and VOIP-like systems provide, faxes can be split and sent to virtual numbers, which are then converted in PDFs and then mailed or stored, depending on your needs. Neither traditional fax machines or fax software can match that.

There are a couple of downsides, namely that if you have complex fax routing needs, it can be a bit tricky to set up. That said, it isn't that much more difficult than setting up a few individual fax machines. Another potential problem, depending on your line of business, could be the data security requirements.

Whilst the best vendors have comprehensive security and encryption arrangements, your country may have laws on what you can and cannot do if another company is going to host your faxing software, so it may be worth checking out the rules for your region.

The Sarbanes-Oxley act gave faxes an advantage, as it became prohibited to send certain materials over the internet unencrypted. Some methods are blurring the lines between faxing software systems and fax machine though.