Fax technology is one of those things that’s “baked into” business, healthcare, law, and many other industries. Thus, a lot of small and midsize businesses still use traditional fax machines, not necessarily because it’s easier, but because it’s required by certain vendors or regulatory compliance needs.
Faxing in the traditional way could best be described as “clunky.” It’s slow, error prone, and expensive. With a Xerox multifunction printer (meaning that it can print, copy, scan, and fax), you have many options available to you for a more modern approach to faxing. One such solution is the XM Fax app.
Let’s learn more about it now:
What Is the XM Fax App, and Why Is Cloud Faxing Such a Popular Technology?
The XM Fax app is a cloud faxing solution that integrates with your Xerox MFP. If you’ve never used cloud faxing before, a simple way of thinking about it is this: cloud faxing is like email, but for faxes. The document you’re transmitting is still a fax, but the way you transmit it has the convenience of email. Your device uploads the document to a fax service over the internet (XM Fax in this case). The service either delivers it digitally to another cloud-enabled fax user, bypassing the traditional phone system entirely, or acts as a bridge to send it across the phone network to a traditional fax machine.
In a nutshell, that’s what XM Fax can do for you. By using cloud faxing with a Xerox MFP, you don’t have to worry about having dedicated fax machines or even separate phone lines for fax. This alone cuts your costs perhaps dramatically; and that’s without considering the substantial time-savings you’ll enjoy having a more convenient way to send faxes.
Furthermore, since what you’re sending is still considered a fax, you aren’t giving up any regulatory compliance or vendor agreements to use fax. The XM Fax app system is secure and can be audited easily (easier than traditional faxing, even). Let’s talk about audits and security next.
How XM Fax Integration With Your Xerox MFP Maintains Security and Regulatory Compliance
In nearly all instances of regulatory compliance requirements, compliance and security go hand in hand. They are inseparable. XM Fax’s approach to cloud faxing therefore upholds both security and compliance, because you can’t have one without the other.
Generally speaking, there are three critical elements that contribute to both security and compliance for faxes:
- Encrypted transport. In other words, the documents you’re faxing must be transmitted in such a way that only the sender and the receiver have access to that data.
- User authentication. This means that the sender or receiver of the fax has been not only authorized to do so, but has proved it (by logging into the system securely).
- Audit logs. This is a collection of data that can be presented to a compliance officer that confirms who sent what, and when they did.
XM Fax offers all three of the above, which is why it’s such a popular solution for organizations that need not only regulatory compliance, but strong security as well. Of course, the system is highly configurable; retention policies and reporting can be customized to your specifications so you can keep an organized record of all fax activity, either for outside audits or internal record keeping, or both.
Interested in Learning How To Elevate Your Workplace With Xerox Technology and Cloud Faxing? Here’s How To Get Started
Cloud faxing with solutions like XM Fax are just one of the many cost-saving, efficiency-boosting solutions available when you start working with a modern Xerox multifunction printer. If you’d like to learn more about upgrading your office so that you can enjoy these features too, we’d love to start a conversation with you. Please feel warmly encouraged to contact us today or request a no-obligation online quote.
