Are you still sending large amounts of paper documents via FAX so they can be put on paper at the receiving end for filing or disposal?
When FAXing was the only convenient way to send a paper document somewhere else for further processing, the revenue was appreciated by telcos, it’s a slow process of a minute per page or more and very lucrative for a telco provider.
Today, there are better ways to do this, using a device called a Document Sender. A document sender allows the scanned document to be sent electronically as an email or a FAX, so if your recipient still lives in the old world of FAX machines, you can send it there.
If you’re sending it in your own organization or to a modern recipient, you’ll probably want to send it as an email, firstly it’s much faster, secondly it doesn’t cost you anything if you already have an internet connection anyway.
Some simple numbers: Sending 20 pages a day from Austin, Texas to Philly via FAX at $0.10 per minute costs you $400.00 annually on the sending side, plus $50 for FAX machine maintenance and $30 for power (approximately 30 watts). ) for standby mode. A document sender typically consumes less than 10 watts of power in standby mode.
Document Sender devices typically accept a wide range of industry-standard USB scanner devices, allowing you to select the right scanner capabilities and price. With FAX machines you are limited to the standard FAX paper format, with scanner devices you can select the appropriate format.
A ‘Document Sender’ is what I call a convergence device. As with a dedicated fax receiving device, a dedicated document sending device will significantly reduce the amount of paper printed within or between organizations, as well as further speed the flow and delivery of information.
Next-generation document senders allow each user to set up an individual address book for email or fax numbers and require the user to identify themselves to the document sender before they can use the device. This way, no one can maliciously email or fax a document on someone else’s behalf.
In environments like legal, government, or medical where there are strict rules about what documents go where, a Document Sender appliance is perfect as it can be centrally configured and managed to enforce policies and mandatory controls.
If necessary, a document sender can store in a central service running on a PC or server, so who sent what email to whom and when can be logged in a central database and retrieved as needed. necessary for analysis.
Savings in energy, paper, speed of delivery, accountability, and access control to your company’s resources are powerful arguments for using Document Sender devices instead of a FAX machine. All of these reasons combine to make the use of such a device essential for all organizations, large and small. So when you select a fax machine next time, consider ‘Document Senders and Fax Receiver Devices’ as an alternative solution.