Five ways to make paperless system super-effective in your office

Let's face it: the fax machine is a dated piece of technology in many businesses. Its bulky hardware is certainly not appealing, but that doesn't mean that the behavior behind the FAX is disappearing. In fact, person-to-person online document sharing is more popular than ever.

 

Replacing the big, bulky machine is Fax- over-IP or FoIP.  Similar to Voice over IP solutions, FoIP works by deploying a Fax Server equipped with a virtual fax board. Once installed, businesses route faxes over an IP network without the need for expensive new infrastructure. 

 

Where the FoIP solution really shines is in its use. From email integration to secure storage and document sharing, here are five ways FoIP can enhance your current office environment.

 

#1 Centralize and digitize documents 

FoIP lets you store important documents in one location on a network. In businesses where documents are shared among employees in single or multiple locations, automating fax from a single, central and searchable server makes the day-to-day operations faster and more efficient.

 

#2 Integrate with email

A FoIP service is set up to integrate with a businesses' email service provider such as Microsoft Outlook. Once that is set up, employees can convert and attach documents in an email to send to multiple recipients. The service transmits the e-mail and fax documents to the intended recipient's fax-number via a regular software driven fax signal.

 

#3 Archive and manage fax documents

Fax documents are central to all kinds of business transactions. Having a record of every document in one central location, organized in an easily searchable gives you assurance that your information is easily accessible when it comes to audit trails for compliance, customer service and possible litigation purposes.

#4 Protect information

Law firms, medical offices and government organizations send highly confidential documents on a daily basis. With FoIP, private information is not only protected because it is sent on a safe on a secure network, users can track the file as it is being sent.

 

Businesses can reduce overall costs by consolidating VoIP services, such as Avaya IP office, with FoIP seamlessly on a common network infrastructure, eliminating the need for expensive dedicated analog circuits for fax.

 

Request more information on our Website, TandemData.com or call us at 972-820-8600! We're here to answer your questions so that you can make the right decision for your office. 

With Avaya IP Office, an upscale food business in California can answer and transfer calls quickly and efficiently, access and prioritize message by phone or computer and have nightmare emergency calls routed to the on-call person.

 

A Matter of Taste is a family-owned upscale food business that provides caf�-style fresh sandwiches, salads, entrees, and other high-quality meal/snack items via modern automated equipment installed at hospitals, schools, businesses, and other organizations in the Los Angeles area.

 

Prior to implementing Avaya office solutions, the company worked off a three-line phone system. There was no way to transfer calls and no way to page people, so when calls came in, the call taker had to leave the phone and physically find the intended recipient. Their old system didn't provide voicemail and after hour emergency calls were routed directly to the cell phone of the Vice President of Operations. In a business where quality of communication with customers is crucial, A Matter of Taste employees needed more substantial support to enhance their customer service.

 

When testing a 3Com system, employees found it was unstable and unreliable. They decided to investigate other options, the leadership team made the decision to implement the Avaya IP Office which offered their business a scalable solution for telephony, messaging, networking, conferencing, customer management and unified communications.

 

After implementing Avaya IP Office, Avaya VoiceMail Pro, Avaya Phone Manager Pro and the Avaya 5400 Series Digital Telephones, A Matter of Taste experienced power of having an extremely reliable communication system. 

Avaya is rolling out a new family of compact Ethernet switches that is designed to make it easier for midsize businesses and remote offices to deploy and manage enterprise-class networks without the high-end costs. The new ERS 3500 series is intended to provide the features and capabilities that small- to medium-size businesses would expect, and to do so at a competitive price; explained Marc Randall, Avaya Networking senior vice president and general manager. "We've designed the ERS 3500 to work seamlessly with Avaya IP Office, simplifying deployment with our flagship collaboration solution for SMEs [small and midsize enterprises] so that businesses can be more productive, faster," he added.

 

The plug-and-play capabilities will make it easier for both businesses and Avaya's channel partners to get the switch deployed and running with fewer errors. The ERS 3500 series includes six Fast and Gigabit Ethernet switches that come in 10- and 24-port configurations. Some models also offer enhanced Power over Ethernet (PoE+) capabilities for powering such devices as IP phones, wireless access points and video surveillance cameras.

 

In its announcement, Avaya cited some ways in which the ERS 3500 series is helping its customers. The Durham, N.C. School District, for instance, is looking to manage its switches remotely for configuration and troubleshooting, instead of driving out to its 134 schools every time there's an issue with one of its current 8-port unmanaged switches. The District also pointed to Avaya's Identity Engines that allow endpoint security to be extended.