Why every business needs a fax server

Why every business needs a fax server

Every day, more and more companies of all sizes develop and develop their strategy to transfer, store and retrieve their business documents electronically. And while the majority of all electronic document transfers are mainly via e mail or downloaded from the Internet, smart organizations perceive that a critical part of this strategy is also about incoming and outgoing fax traffic.

Each company needs a fax server for the following reasons

Competitive necessity. The faster business documents sent by fax, either sent or received, when the right destination, the higher the probability of increased organizational efficiency.

Increase employee productivity. Fax servers allow users to send receive faxes from their computers without leaving their desktops. These faxes can be sent either from a thin, thick or Internet based fax client Microsoft Internet Explorer or email programs such as MS Outlook Exchange, Lotus Notes, Novell Groupwise. The most common operating systems used are Microsoft Windows XP and Microsoft Windows 2000.

Minimize costs like paper, toner. The typical fax transaction first requires the document to be printed to a printer and delivered to a fax machine via the sneaker network. Documents sent by fax server start electronically as text processing documents and end electronically as digital images at the destination of the recipient.

Documents sent through the fax server are recognized as legal documents in a court. When a document has been sent by fax, information about the fax transfer is recorded during the process, including transaction date, time, and total number of pages.

Improve customer relations and find new opportunities. Fax documents are always read or at least perused. If the information on the fax is properly addressed to a particular recipient or addresses an immediate business need, there is a good likelihood of any kind of response. Many facsimile organizations use faxes for newsletters, press releases, billing, product announcements and instant messaging. Try the following Enter your existing customer database and select an existing client. Send a fax for a new product release or update directly to his or her attention. In addition, in the fax, provide multiple methods of return correspondence, ie email, website, phone and a response deadline. Chances are you get a certain response level faster than email

Email Options. While sending e mails is extremely reliable and common practice, it has its scope when handling loan applications, purchase orders and signed contracts. Businesses performed with these types of documents usually take place via fax or fax server.

Technically, what do fax servers do?

Fax servers compliment all business units in one form or another. They convert documents from their original format to black and white Tiff G3 or DCX format. These tiff documents are then sent over PSTN Public Switched Telephone Network or IP Internet Protocol. Fax servers can be integrated into any application, email system, ERP, CRM or operating system in the world. They can question raw text from any AS400 or host based output system and convert it into a readable formatted document either PDF or TIFF. Some fax servers can also send emails, act as middleware, fax enabled sites, act as a back office program, or use in an ASP service agency model.


Fax Server technology has been around since the late 1980s. Although all fax servers are not created alike, there are fax servers available for each platform, ie Microsoft Windows, Unix, Linux. The most reliable fax servers support intelligent fax cards such as Brooktrout, Eicon, Pika Technologies or Natural Microsystems. Depending on the organizations needs, infrastructure and budget, there is a fax server solution out there. If you are the entire organization sending or receiving more than 20 pages of fax per day, ROI cost adjustment may be 3 months or less.

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