DEDICATED FAX NUMBER
FREQUENTLY ASKED QUESTIONS
Do I need a fax number for my business?
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Utilizing a fax number is important for many reasons. First, It’s not recommended to send highly sensitive documents via email. Information like legal or medical files are best to not have sitting around in your inbox. By faxing a document, it is a one time transaction. Every time something is faxed to a fax machine, it is written over by the next fax so they are not stored for better privacy and security.
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Second, faxes are a scanned, physical copy of your document so there is a less likely chance of your information getting lost by accidental deletion or disconnection from a server. It is a sure way to keep track of high priority information.
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Lastly, fax machines and scanners are a much easier way to send things that require signatures. Many computer programs offer automated signatures to fill in, but these are not always straightforward to customers and having a physical signature is more accurate for verifying who it was signed by.
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Never mind buying your own expensive and bulky fax machine or constantly paying to use one. Use our fax services to take the load off of your desk!
How do fax machines work?
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To send a fax, you first need to scan your paper on the scanner part of the fax machine. Once complete, you are ready to dial the recipients fax number. When you send it off, tiny grid-like squares are put into a sequence, like a code, to be read by the other fax machine. The squares are then translated into audible beeps that determine whether the squares are black or white in order to print out the scanned image.
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Fax is a secure way to send your files that doesn’t require you to use a traditional broadband internet connection to send info. There is less of a chance that your info will be at risk for security breaches and possible hackers. All you need is a landline phone number.
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Here at Office In America Co., we make faxing very easy for you. When we receive a fax from your customer, we forward the fax to you via email immediately. When you have a file for us to fax, we send it on your behalf, and give you a receipt upon successful transmission.
Can I fax from my cell phone?
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There are some apps which allow you to fax documents from your cell phone, but you will not find an app that lets you send or receive an unlimited number of faxes free of cost.
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Another problem with using a third party app is privacy and security. A major reason to have something faxed in the first place is to send information securely. By using an app, you are risking your data being seen by app developers and others.
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With Office In America Co., you have a receptionist working for you. No need to inconvenience yourself with figuring out how to fax a file. Give us the file and we do the rest for you.
How much does it cost to add a fax number?
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The average cost of an online fax service or a virtual fax machine starts anywhere from $5-15/month for 100 pages/month of fax transmissions. However, if you want to add a fax number as an extra telephone line, it can cost around $35/month for a residential or business installation.
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Some phone companies include the option to have an extra phone number on the same line. The monthly cost of utilizing an additional phone line on the same phone line is $3-10 a month, with possible extra set-up fees. There are no wiring or other setup expenses as long as you have a phone jack ready to use for the fax.
Can I receive a fax to my email?
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You can receive a fax online in several ways. One of the most popular methods is to get it via email (such as Gmail, Yahoo Mail, or Outlook). You can also get a fax on your Android or iOS smartphone using a specialized app.
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At Office In America, Co. we make it easy for you to receive faxes for your business. When your dedicated fax number receives an incoming document, we immediately send you a pdf copy of the content to your email.
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With our fax service, you'll be notified when a document is sent to your company. You won't have to worry about potentially dangerous attachments because they are vetted by us first!
Do people still use fax machines 2022?
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In many cases, people view a faxed document or communication as legally binding and valid. This makes their paper trail far more viable than an email chain from the standpoint of a lawyer or business. Most of the US medical sector still uses faxes for communications. Faxes are considered HIPAA-compliant patient information so this is why so many doctors still use fax machines in their offices.
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Another reason people still use fax is for security purposes. Fax machines use phone lines as their means of transportation. This eliminates the chance for message tampering, hacking or interception by a third party.
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Lastly, when signing important legal documents, e-signatures are sometimes not acceptable. If you are unable to sign something in person, sending signed documents via fax is generally accepted.
Why are we still using fax?
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Despite their age, fax machines are still used in several regions. Faxes were once at the forefront of communication innovations. Even today, it is frequently utilized by law enforcement organizations to post bail or deliver public records. Similarly, fax machines are still widely used in healthcare.
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There have been numerous attempts to replace them with superior choices, but owing to regulatory complexity, internet security phobia, and resistance to change, fax machines continue to operate across the world as they have for decades.
What has replaced fax?
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Fax machines have been around for a long time, but they are still a relevant way to transmit data, especially for highly sensitive documents due to their secure nature. A new form of faxing, called digital faxing, is on the rise. It is a similar way to send and receive documents, but it has eliminated the need for a fax machine. Instead, you can use cameras to convert pictures of documents into PDFs. Some phones have this feature built in.
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It is not recommended to send faxes from your phone through email because it is not as secure as a traditional fax line. With Office In America Co., you don’t have to worry about setting up a fax number or managing your faxes. We have you covered!
What is a dedicated fax number?
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A dedicated fax number ensures that your company can consistently receive and send faxes without experiencing delays, disconnections, or interruptions.
What Is a Business Fax Number?
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A business fax number is associated with a standard fax machine or an online fax service. It allows you to send documents, images, and other business files from one fax machine to another. Used as an alternative to email or postal mail, a business fax number is uniquely tailored for each company. It establishes itself as much more secure than its online counterparts. It has the same number format as most telephone numbers. You may either apply for a telephone line to get a fax number or sign up for an online fax service for a virtual fax number.
What are the benefits of having a dedicated fax number for business communication?
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Enhanced professional image
It shows that your company takes communication seriously and is willing to invest in a dedicated line for fax purposes. It adds credibility to your business and builds trust among clients, vendors, and partners
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Improved organization and business efficiency
With a dedicated fax number, all communications are centralized and much more manageable.
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Reliability and reduced downtime
A dedicated fax number ensures that your company can consistently receive and send faxes without experiencing delays, disconnections, or interruptions.
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Confidentiality and security
Fax transmissions are primarily more secure than email because intercepting them is difficult. With a dedicated fax number, your business can ensure that sensitive data is not accidentally sent to the wrong recipient, minimizing the chances of confidential information falling into the wrong hands.
What are the common uses of a business fax number?
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Receiving important documents
Companies deal with a high volume of essential paperwork daily. A dedicated fax line ensures that documentation is accessible from a unique, traceable number.
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Marketing and advertising
A dedicated business fax number allows companies to target a larger audience. Businesses can efficiently send bulk faxes containing promotional materials or new product announcements to many potential customers.
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Financial transactions
Transmitting financial transactions requires a secure channel. That is why having a fax number is a valuable investment for any business owner.
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Government transactions
Government agencies must adhere to strict standards and protocols for information handling and document processing.
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Medical records management
Faxing provides a secure means of transmitting documents containing confidential patient information. It’s less vulnerable to hacking or unauthorized access than email.
Is it safe to fax important documents?
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Yes, faxes are considered to be secure. One of the reasons for fax security as opposed to the security of other Internet or mobile-based communications is that fax machines communicate via phone lines, not the Internet.
Is fax more reliable than email?
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Emails can very easily become intercepted and, as a result, important data can be read and downloaded by third parties. In addition to that, email data can be stolen. On the other hand, faxes use Public Switched Telephone Network (PSTN), which is much more secure.
What are the advantages of using a fax machine in business?
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Security: Fax communication is considered more secure than email or other digital methods because the transmission occurs over dedicated phone lines, making it less susceptible to hacking and cyberattacks.
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Legal recognition: In many jurisdictions, faxes have legal recognition for official documents, contracts, and signatures, making them suitable for sensitive and legally binding communications.
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Physical copies: Fax machines produce physical copies of the documents they transmit, allowing you to have tangible records of important communications without the need for printing.
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Universal compatibility: Most fax machines are backward compatible, meaning you can send faxes between different models and brands, ensuring broader reachability compared to some digital methods.
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Real-time transmission: Fax machines transmit information in real-time, which can be advantageous when immediate communication is necessary.
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Reliability: Fax machines are often more reliable than email or internet-based communication methods, as they do not depend on internet connectivity and are less likely to suffer from technical issues.
How long does it take to send a fax?
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Sending a fax takes about 30 seconds to 1 minute per page of text (assuming a clear connection for both machines)
Graphics, fax machines that have been modified to send slower, and lousy phone connections can drastically slow the transmission speed down. Pages with lots of white space can speed a transmission up.
Will a fax go through after business hours?
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Our office is open from Monday – Friday 9:00 AM to 5:00 PM. We receive the fax during business hours only.
What is a dedicated fax number?
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A dedicated fax number ensures that your company can consistently receive and send faxes without experiencing delays, disconnections, or interruptions.
What Is a Business Fax Number?
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A business fax number is associated with a standard fax machine or an online fax service. It allows you to send documents and other business files from one fax machine to another. Used as an alternative to email or postal mail, a business fax number is uniquely tailored for each company. It has the same number format as most telephone numbers.
What are the benefits of having a dedicated fax number for business communication?
-
Enhanced professional image
It shows that your company takes communication seriously and is willing to invest in a dedicated line for fax purposes. It adds credibility to your business and builds trust among clients, vendors, and partners
-
Improved organization and business efficiency
With a dedicated fax number, all communications are centralized and much more manageable.
-
Reliability and reduced downtime
A dedicated fax number ensures that your company can consistently receive and send faxes without experiencing delays, disconnections, or interruptions.
-
Confidentiality and security
Fax transmissions are primarily more secure than email because intercepting them is difficult. With a dedicated fax number, your business can ensure that sensitive data is not accidentally sent to the wrong recipient, minimizing the chances of confidential information falling into the wrong hands.
What are the common uses of a business fax number?
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Receiving important documents: Companies deal with a high volume of essential paperwork daily. A dedicated fax line ensures that documentation is accessible from a unique, traceable number.
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Marketing and advertising: A dedicated business fax number allows companies to target a larger audience. Businesses can efficiently send bulk faxes containing promotional materials or new product announcements to many potential customers.
-
Financial transactions: Transmitting financial transactions requires a secure channel. That is why having a fax number is a valuable investment for any business owner.
-
Government transactions: Government agencies must adhere to strict standards and protocols for information handling and document processing.
-
Medical records management: Faxing provides a secure means of transmitting documents containing confidential patient information. It’s less vulnerable to hacking or unauthorized access than email.
Is it safe to fax important documents?
-
Yes, faxes are considered to be secure. One of the reasons for fax security as opposed to the security of other Internet or mobile-based communications is that fax machines communicate via phone lines, not the Internet.
Is fax more reliable than email?
-
Emails can very easily become intercepted and, as a result, important data can be read and downloaded by third parties. In addition to that, email data can be stolen. On the other hand, faxes use the Public Switched Telephone Network (PSTN), which is much more secure.
What are the advantages of using a fax machine in business?
-
Security: Fax communication is considered more secure than email or other digital methods because the transmission occurs over dedicated phone lines, making it less susceptible to hacking and cyberattacks.
-
Legal recognition: In many jurisdictions, faxes have legal recognition for official documents, contracts, and signatures, making them suitable for sensitive and legally binding communications.
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Physical copies: Fax machines produce physical copies of the documents they transmit, allowing you to have tangible records of important communications without the need for printing.
-
Universal compatibility: Most fax machines are backward compatible, meaning you can send faxes between different models and brands, ensuring broader reachability compared to some digital methods.
-
Real-time transmission: Fax machines transmit information in real-time, which can be advantageous when immediate communication is necessary.
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Reliability: Fax machines are often more reliable than email or internet-based communication methods, as they do not depend on internet connectivity and are less likely to suffer from technical issues.
Can you send faxes internationally?
We have the capability to easily send fax documents to various destinations across the United States, offering a convenient and reliable service. Furthermore, our fax services extend beyond national borders, allowing for international transmissions; however, it's important to note that such international faxing may result in additional charges. It's worth considering that the rates and supplementary fees associated with international faxing can vary depending on the specific country and its corresponding regulations and tariffs.
What is a digital signature in faxing?
A digital signature in faxing is a cryptographic technique used to verify the authenticity of a faxed document. It involves applying a unique, encrypted code to the document, which serves as a digital seal of approval. This code is generated by creating a cryptographic hash of the document's content, which is then encrypted using the sender's private key. The encrypted code, along with other signature information, is added to the faxed document.
When the recipient receives the fax, they can use the sender's public key to decrypt the digital signature. By doing this, they can verify if the decrypted code matches the cryptographic hash of the received document's content. If the two match, it indicates that the document hasn't been altered or tampered with during transmission, and it can be trusted as authentic.
Can I port an existing fax number to a service, or do I need to choose a new one?
Yes, as you can do with a phone fx number is usually ported over when changing services. This transfer process is known as ‘porting’ or number portability. Porting makes it possible to keep your fax number while switching from one provider to another, which can be convenient if you need business continuity after a transition, for example, but also just in cases of personal preferences when changing an Internet service provider etc.
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Check eligibility: Ensure that your current fax number is compatible with porting. Most numbers carry over but contracts may apply.
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Choose a new service: Choose a fax service provider that you wish to add and create an account with them.
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Initiate the porting process: phone your new fax service deliverer and ask for forwarding of the existing number. They will lead you through the needed documentation and requirements.
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Provide documentation: You might have to submit supporting documents that will help in establishing the ownership of fax number.
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Wait for the porting to complete: It may require several days or a few weeks time, depending on such cited factors as the difficulty of your current deal and how amenable is your present provider.
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Test the new service: After the porting has taken place, validate that the new fax service is working with your original number.
It is important to understand that there could be costs involved in porting your fax number and contact both the old provider as wells new one for clarification on any fees or terms associated with it. Through these steps and with cooperation from your new source for services then you are capable of keeping the same fax number, but still taking advantage of another service.
How does the electronic management of faxes work in your system?
In our system, electronic management of faxes is streamlined to provide convenience and efficiency. Here's an overview of how the electronic fax management works:
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Dedicated Fax Number: After registering with our virtual office services , you get a private fax number allocated to you. This fax number is for inbound and outbound use under Site support.
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Receiving Faxes: Electronically, our system receives incoming faxes to your dedicated number. Almost all faxes are converted in digital documents, say PDF format, securely stored behind your Virtual Office account.
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Notification and Access: You either get an email notification or it is already in your Virtual Office dashboard upon receipt of incoming faxes. You can view all the received faxes via an easy online portal or app.
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Online Viewing and Downloading: The way one can see a fax is through the portal or app, hence allowing them to view it online without necessarily getting physically on and off with hardware. On reception of faxes, you receive a feature allowing downloading and storage them on your computer or other digital devices.
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Forwarding and Sharing: You can make the choice to send received faxes at another’s email address or other personnel of a team in your organization. In some Virtua Office systems, fax documents can be shared with collaborators as the interface simplifies sharing.
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Sending Faxes: One of the options for sending a fax is to upload a digital copy (in PDF or another supported format) via Virtual Office portal. You provide the fax number of recipient, and system sends document by facsimile.
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Fax Logs and History: Depending on the Virtual Office system, it is common for systems to provide a detailed log as well history of faxes both sent and received providing your with records of you’re fax communications.
Our objective is to digitalize the fax process and just integrate it into the Virtual Office platform that will allow you to manage your communications paperless. This not only saves time but also make your fax documents easier to access and organize.
Is the fax number included in the Virtual Office package, or is it an additional service?
In this package provided by the Office In America, the toll free number is by default, but you need to get it included in another package. Our standard deals don’t include a fax, unfortunately. Notwithstanding, fax number were included in the service if you decide to go for our Classic, Standard, and Premium packages. Premium packages come up with a broad range of features and functionality that will meet all kinds of demands a company may have. Therefore, you get convenience of having a fax line along with other office facilities you need. Consequently, if you need to cover office essentials or search for a full comprehensive option with more additional features, our offerings are customized based on your needs.
Is there a limit to the number of faxes I can send and receive with the Virtual Office package?
No, you can send an unrestricted number of faxes and receive them using our Virtual Office package. We know that faxing may play an essential role in your company’s communication, and that is why we offer an unrestricted and very convenient service. It is our desire to see you succeed in your business by having all the necessary requirements for the smooth running of your business without hitches.
Office In America knows how important it is for the operation of a business, which is why it offers unlimited faxing with the Virtual Office package. Regardless of whether you are sending faxes locally or cross-border, our fax service is not limited and is intended to fit your needs so that you can distinguish yourself in terms of business growth.
For any further details regarding the fax services offered by us as well as their applications for the enhancement of your organization, do not hesitate to contact us. At Office In America, we are ready to assist you in fully maximizing the opportunities now presented by our packages.
Is there a limit to the number of faxes I can send and receive with the Virtual Office package?
Yes, we also have the capability where we can send our faxes encrypted making them more secure. When a fax is sending, that particular fax can be encrypted through a means of a digital signature. On receiving the document the recipient can use the senders public key to decrypt the signature to ensure that the document is what has not been tampered with. This means that your documents are safe even when going through the process of transmission.
Customer data security remains our top priority; our business messaging includes implementing the latest security to enhance data encryption.
Can I send multiple pages in one Fax?
The digital fax service enables users to transmit multiple pages through a single transmission just as a standard fax machine functions. Through our digital fax service, you can effortlessly upload various documents while organizing their pages and sending them smoothly to accomplish one continuous transmission.
Our system delivers each page of the contracted documents or legal agreements or business reports along with medical records with precision and security from start to finish. You can inspect the fax before sending it for its page content and file details to be accurate.
Our system enables users to submit PDF, DOCX, JPG, PNG, and TIFF files for faxing purposes without requiring document printing. Your large number of faxed pages will automatically receive optimization through file compression from our system to ensure both reliability and speed of transmission.
Thanks to our service, you can transmit essential multi-page documents rapidly through a safe platform, which reduces the need for conventional fax equipment.
Is my fax transmission secure?
Yes! The fax service protects its clients' documents through encryption protocols along with secure transmission standards that prevent unauthorized access. Digital fax transmission provides secure delivery of business information and contracts alongside legal documents. Using our digital fax system provides users peace of mind when sending or receiving faxes because their information remains protected by secure measures.
How do I get started with a fax number for my business?
Getting started is easy! Users can sign up on our website to receive their private fax number, which enables secure document exchange. Users can transmit professional documents at speed with confidentiality through our digital fax service although they do not require actual fax machines. Our service functions as a dependable solution that helps organizations execute business communications through contracts along with invoices and legal documents. You can easily access your faxes anywhere at any time with either an online portal or email access services.
Can I send a fax from my mobile phone?
Yes! Our digital faxing system enables users to conduct fax communications through their smartphones, tablets, or computers to manage their documents without restrictions to a particular location. Through our digital faxing platform, users can transmit contracts and business paperwork along with invoices with a few cursor movements regardless of their present location at the office, at home, or in a mobile environment. Secure data protection features in our system maintain complete confidentiality for your transmissions while eliminating the need for expensive fax equipment.
Will I receive an email notification when I get a fax?
Yes! Your dedicated fax number sends instant email alerts that include the received faxed document attached as a PDF file. This setup makes certain that you automatically receive notification whenever important fax messages arrive so you can examine documents regardless of which device you use. This service provides instantaneous email notifications followed by document attachments that let you maintain efficient business operations across all locations.
Will I receive an email notification when I get a fax?
Can faxes be forwarded to my emails as PDF attachments?
When you use our services, you can receive all faxed documents by email in the PDF file format. Users can obtain vital documents from any location while keeping them safely stored and printing them when required for immediate response through digital fax forwarding without needing physical fax equipment at their office.
Is the fax line compatible with HIPAA or other compliance requirements?
Our secure digital fax service works for all business types, but we need to discuss additional compliance strategies with companies in the healthcare and legal sectors. Our service implementation backs your fax communications to meet the standards defined by industry regulations like HIPAA, thus protecting sensitive data while fulfilling professional and legal requirements for security and confidentiality.