Because faxing is a critical component for enterprises and organizations involved in the healthcare, financial and legal sectors, mistakes matter. If you are about to install an enterprise fax server at your organization, make sure to follow this quick list of “dos and don’ts,” which will help you avoid costly pitfalls, legal ramifications and much more.
Do: Focus on Security and Compliance
Arguably the most important thing when it comes to fax is security and compliance with industry regulations. Whether you organization is bound by HIPAA, Sarbanes Oxley or any other similar regulation, you can ill afford the fines and headaches that are the result of non-compliance.
When setting up your fax server, make sure you discuss any security and compliance concerns that you may have with your fax provider so they can build the right solutions to help you meet your goals.
Don’t: Use Fax to Solicit Sales
While your fax machine can be used to transmit purchase orders and complete sales, it should never be used as a marketing tool. Many organizations still make this large and costly mistake. Massive lawsuits have been filed and won against organizations who send unsolicited faxes in an attempt to market their product or service. It’s best to never use your fax machine to solicit business from another company.
Do: Integrate Fax with Other Technology
If you currently use 3rd-party software, make sure to integrate it with your fax software. Everything from SAP to Epic, Oracle and even Microsoft products can be integrated with fax software to provide you with a more seamless user experience.
Don’t: Let Your Version Go Out of Date
New versions of fax software like RightFax are always in development. RightFax 16.2 was just released, which means that version 10.6 will become obsolete over time (OpenText will continue ongoing maintenance for version 10.6 until November, 2018). Make sure that you keep up with the latest versions to avoid issues and get the latest features.
Do: Ensure Your Fax Server is Always Operational
This is an obvious tip: you always want to make sure that your fax server is operational, but how can you tell if something has gone wrong until you have a failed attempt at receiving a fax? What’s even worse is you won’t know how long the issue has been affecting your server before you discovered it nor how many faxes you missed in that time?
Thankfully, there are products that can automatically monitor your fax server to ensure that it is consistently operational. FaxPing is one of those products. FaxPing automatically sends test faxes to your server and will notify you should any fax fail to go through.
Find the Right Solutions Provider
Want to learn more about how you can make your enterprise fax server work for your business? Contact The Fax Guys today and we will craft a fax solutions just for you.