After a remarkable 100-year run, the FCC is officially encouraging the transition away from traditional analog copper POTS (Plain Old Telephone Service) – the copper wires connected to a standard telephone, providing power and connectivity to a telephone provider’s central switching system.

The old-fashioned copper wires have been known for their business uses, including analog fax, voice, and alarm lines. However, holding on to the traditional copper wires, which make up the foundation of this aging infrastructure, could cause major disruptions to your organization’s workflow in the ever-evolving technological landscape. Now is the time to act.

Understanding the Regulatory Landscape

While the FCC has not mandated the decommissioning of POTS lines outright, significant regulatory changes have been made. Specifically, in FCC Order 19-72, adopted in August 2019, the Commission granted forbearance from certain regulatory obligations imposed on incumbent local exchange carriers (LECs). These changes included a transition period during which competitive LECs were required to make alternative arrangements in affected service areas. This shift does not mean that all POTS lines must be replaced with alternative services, but it does signal a strong move away from reliance on analog copper infrastructure.

Furthermore, in a subsequent order, FCC 20-152, the Commission addressed additional unbundling requirements for non-analog DS0 loops, further encouraging the move toward modern, digital communication methods. 

The Impact on Your Business

The world we live in continues to push forward in the realm of interoperability – a world where different systems or software can exchange and make use of information through the cloud. Imagine being able to fax important documents securely and efficiently by way of digital cloud fax technology instead of transmitting information precariously by copper wire running down the side of your street. Furthermore, recent studies show companies transitioning to cloud voice more now than ever.

Traditional wired systems are being actively replaced by data-driven and wireless delivery services via cloud, which are becoming main solutions for communication as we further interoperable environments. The transition to next-generation technology has been slow, even with carriers encouraging and incentivizing customers to make the switch.

Today, there are more than 36 million active POTS lines being used to support businesses in the United States. Many large corporations and businesses lean heavily on these lines for needs revolving around their in-house fax machines. Too much time is spent scanning, uploading, faxing, and filing – the never-ending cycle of the paper-based workflow. In addition to time-consuming clerical work, these in-house fax machines require constant updates – both physical and systematic – which require manual labor and a hefty payment. Analog Fax lines tied to traditional fax machines is a serious issue as no solution currently exists when clients move to Voice over Internet Protocol (VoIP) solutions. 

The Cost 

Not only is there the issue of communication between POTS and technologically advanced systems, but there is a critical issue around cost. The cost alone to service businesses with a POTS-based infrastructure is continuing to skyrocket as the price of copper coupled with the aging copper networks are simply too high to maintain. Telecom Carriers dealing with this increased cost are passing it on to their customers, incentivizing them to convert to less expensive next-generation technology. 

While some businesses might be hesitant to make the switch, it’s important to keep in mind that the benefits far outweigh any risks or roadblocks that might arise. Businesses will, however, make one of two options when deciding to make their move: stick with their current provider, or find a new provider specifically suited to fit their migration needs. 

The Solution

We invite you to work with and trust eFax Corporate®: the secure cloud fax solution that has been trusted and relied on by Fortune 500 Companies for over 25 years. Our cost-effective, compliant cloud faxing service requires no hardware or software. 

• eFax Corporate works seamlessly with a business’ current network operations 
• Clients can easily integrate online faxing with existing SAP applications or use our custom Fax API to integrate to EMRs and other database systems 
• Businesses can also integrate eFax Corporate to fax directly from multifunction printers and devices (MFPs) 
• Internet faxing with eFax Corporate gives your business a streamlined faxing process and substantially lowers overall faxing costs 
• Our HITRUST CSF Certified® services can help businesses meet industry-specific compliance requirements from HIPAA and HITECH to SOX, GLBA compliance and more 

Our cloud fax solution boosts interoperability by leveraging the fact that everyone already has fax technology, as it remains one of the most widely used methods of exchanging private records world-wide. 

Don’t wait – make the switch to eFax Corporate today. Cloud fax, reimagined for enterprise.

The Health Insurance Portability and Accountability Act (HIPAA) is a U.S. law created to protect sensitive patient information from being disclosed without the patient’s consent. HIPAA mandates strict standards to handle Protected Health Information (PHI) and make sure medical records data is securely stored, transmitted and managed. Compliance is crucial for healthcare providers to maintain patient trust and avoid hefty fines. 

According to The HIPAA Journal, in 2023, there were 26 breaches that involved over 1 million records each, with four of those breaches exceeding 8 million records.

Many industries use Dropbox, a popular cloud storage service, to share files and collaborate. In an era when healthcare relies heavily on digital tools, providers need to be sure their tools comply with HIPAA. Find out if Dropbox meets HIPAA standards and how you can use it securely within your medical practice.  

Understanding HIPAA Compliance

Before we look closer at Dropbox HIPAA compliance, let’s dig deeper into the purpose of HIPAA and why it’s important in the healthcare industry. Compliance involves a set of regulations that protect the privacy and security of health information. 

The key regulations include:

• The Privacy Rule
• The Security Rule
• The Breach Notification Rule

The Privacy Rule governs the use and disclosure of PHI. The Security Rule sets the standards to safeguard electronic PHI. The Breach Notification rule requires covered entities (providers and facilities) to notify patients of data breaches. 

Compliance with HIPAA helps make sure your patient data is handled responsibly to maintain confidentiality and prevent unauthorized access. To adhere to these regulations, you must implement physical, administrative and technical safeguards. 

So, does Dropbox make the cut?

You might also like: Hey Smart Speaker, Are You HIPAA Compliant?

Is Dropbox HIPAA Compliant?

The standard Dropbox service does not include the necessary security features or administrative controls required by HIPAA. So, Dropbox, by default, is not automatically HIPAA compliant.

However, Dropbox Business and Dropbox Enterprise offer advanced security features that, when configured correctly, can support HIPAA compliance. In order to be compliant, Dropbox needs a Business Associate Agreement (BAA) with your organization that outlines how it will protect electronic PHI (ePHI). Without a BAA, Dropbox can’t guarantee HIPAA compliance. 

So, you need to carefully review Dropbox’s offerings and configure them according to the requirements you’re bound by.

3 Key Steps to Maintain HIPAA Compliance With Dropbox

If you’re set on using Dropbox to collaborate with your healthcare team, there are steps you can take to maintain HIPAA compliance: 

• Set up and configure your account properly
• Manage access controls
• Monitor and assess the risks

 Now, let’s explore each of these steps a bit further. 

1. Set Up and Configure Dropbox for Compliance

To make sure Dropbox aligns with HIPAA standards, start by choosing Dropbox Business or Enterprise. Again, these options offer more robust security features. Once you’re in, you can choose the settings that enhance security. 

First, enable file encryption. Encryption protects your data, both during transmission and when stored, so that sensitive information remains secure. 

Then, set up strong password policies — this helps prevent unauthorized access and reduces the risk of data breaches. 

Finally, use two-factor authentication (2FA). Even if your passwords are stolen, 2FA adds an extra layer of security so it’s harder for attackers to compromise your account. 

2. Manage Access Controls and Permissions

Make sure that only those who need access to ePHI can get to it. Limit access to ePHI in Dropbox by setting strict permissions and user roles. Only authorized personnel should have access to sensitive information, reducing the risk of unauthorized exposure or data breaches. 

Regularly review and update access controls in Dropbox to ensure they align with your organization’s privacy policies and procedures — this practice helps maintain HIPAA compliance while adapting to changes within your team or organization. 

3. Regularly Monitor and Assess Risks

Continuously monitor your Dropbox account for any suspicious activities. By keeping a close eye on account activity, you can quickly detect and respond to unauthorized access or unusual behavior. Implement regular risk assessments to identify potential vulnerabilities in your Dropbox setup and address them promptly. 

Keeping detailed records of all security incidents and mitigation efforts is also crucial, as it demonstrates compliance during audits and helps ensure that your organization remains aligned with HIPAA requirements.

4 Best Practices to Meet HIPAA Compliance With Dropbox

When using Dropbox in a healthcare setting, safeguarding patient data is crucial to maintaining HIPAA compliance. Implementing these best practices can help protect sensitive information from breaches and unauthorized access. 

Here’s how you can enhance the security of your Dropbox account to ensure it meets HIPAA standards.

1. Use Encryption

Ensure that files stored and shared through Dropbox are encrypted both in transit and at rest—This means your data is protected from unauthorized access while being uploaded, downloaded and stored. Encryption acts as a barrier, making it difficult for anyone without the correct decryption key to view sensitive information.

2. Enable 2FA

Add an extra layer of security to your account with 2FA. This method requires a second form of verification, such as a code sent to your phone, in addition to your password. When you enable 2FA, you reduce the risk of unauthorized logins, even if someone manages to steal your password.

3. Regularly Update Security Settings

Keep your security settings up to date and review them periodically. Cyber threats are constantly evolving, and outdated settings can leave your data vulnerable. Regular updates and security configuration reviews help you stay ahead of potential vulnerabilities and facilitate ongoing compliance with HIPAA.

4. Educate Your Team

Train your staff on HIPAA regulations and secure practices for using Dropbox. Knowledgeable employees are essential to prevent accidental breaches and make sure sensitive information is handled correctly. Regular training sessions can help your team stay informed about the latest security protocols and best practices to reinforce the importance of compliance.

How Can HIPAA Covered Entities Leverage Dropbox Securely?

Wrapping up, you can use Dropbox securely with the following practices:

• Ensure that Dropbox provides a Business Associate Agreement (BAA) that outlines its responsibilities for protecting ePHI.
• Set up Dropbox with all necessary security features, including encryption and access controls.
• Regularly monitor Dropbox usage and conduct audits to ensure compliance with HIPAA requirements.

By following these steps, covered entities can leverage Dropbox to securely share documents while you maintain HIPAA compliance.

eFax Protect: A Secure, Affordable Alternative for HIPAA Compliant File Sharing

If Dropbox compliance seems complex or challenging, consider eFax Protect as a secure alternative—eFax offers cloud storage and secure faxing solutions designed with HIPAA compliance in mind. 

Key features include:

• End-to-end encryption
• Business Associate Agreement (BAA)
• Secure document management

End-to-end encryption helps make sure your documents are encrypted during transmission and storage. Our BAA provides a formal agreement that outlines how we will protect your ePHI. And, secure document management enables you to store sensitive files without the need for physical fax machines. 

For a straightforward, HIPAA compliant solution to securely handle your healthcare documents, choose eFax Protect and get started today!

The offices of the 1980s and 1990s were synonymous with the distinctive hum of fax machines, which enabled workers to share critical documents with clients and colleagues. Fax machines allow users to share a replica of a document with their contacts via a telephone line. However, as technology evolves, solutions like scan-to-fax bring it into the digital workplace. 

The secure, instantaneous nature of faxing remains vital for businesses in regulated industries like government, healthcare, legal, and manufacturing. However, traditional fax machines are bulky, expensive, and time-consuming and don’t align with modern employees’ working practices. The machines are costly to purchase, maintain, and keep stocked with ink, toner, and paper, and are inconvenient for remote employees.

As a result, organizations are seeking convenient, modern alternatives that offer the secure, instantaneous benefits of faxing. One solution for this is scan-to-fax technology, which enables users to use their send and recevie faxes and send and receive faxes whenever and wherever they need to.

What is Scan To Fax?

Scan to fax is the process of scanning a document on a smartphone and then using an online fax solution to scan and fax from phone. This approach works the same way as online faxing; users scan documents using their phone camera, the app converts the photo into fax data, and users send a fax over the Internet. A good example of scan to fax technology could be a lawyer receiving a settlement in court. The lawyer can quickly sign the agreement, take a photo of the document, and immediately fax it to all parties without waiting until they return to their office to share the document.

5 Reasons to Use Scan and Fax for Seamless Document Sharing

Scan and fax solutions enable users to send and receive fax messages anytime and from anywhere. The benefits of using a scan to fax app include the following:

1. Convenient Messaging: Scan and fax from phone is a highly convenient approach for busy employees who don’t want to be constrained to their office desk. Scan to fax is crucial to encouraging modern working practices and allowing users to work from home, the office, an airport, a hotel, or a cafe. As a result, employees can be more productive, get more work done wherever they are, and share critical documents via fax anytime.

2. Environmentally Friendly: Traditional fax machines use significant amounts of energy and require businesses to get through reams of paper. Going paperless and removing the need for toner with scan fax technology helps businesses directly contribute to forest conservation. They can also reduce wastage, greenhouse gas emissions, and energy usage and cut the carbon emissions associated with physical document sharing.

3. Secure Data Sharing: People often need to share data as soon as they receive it, which has been simplified by digital collaboration tools, email, and instant messaging. However, these tools are vulnerable to cyberattacks and the spread of malware and viruses. Online faxing is more difficult for hackers to infiltrate, making scan and fax a more secure process for organizations to share critical documents and sensitive data.

4. Cost Savings: Traditional faxing can also be costly, with businesses not only having to purchase physical machines but also keeping them stocked with ink, paper, and toner. There may also be additional running costs like regular maintenance, fixing machine errors, or purchasing software updates. Additionally, enabling users to securely scan to fax from their phones saves the cost of traveling to the office just to send a fax.

5. User-Friendly: Scan to fax technology simplifies daily activities for employees. Users are now accustomed to quickly sharing information via email or instant chat tools. Scan and fax capabilities enable businesses to provide a secure, user-friendly solution that their employees love.

How to Effortlessly Scan and Fax Documents on Your Mobile Phone?

Users can easily scan and fax critical documents using their mobile phones, allowing them to share data via fax at any time. To discover how to scan and fax follow these five steps:

1. Download the eFax app on your smartphone

The first step in the how to scan to fax process is to download the eFax mobile phone app from the Apple Store or Google Play Store. The eFax app is free to download, but you must create an account and sign up for an eFax plan to use the service.  

2. Select the fax number you want to send to

To send a message via a scan fax service, the first step is to select your recipient. Before writing a fax message in eFax, either fill in the fax number you want to send messages to or select a contact from your phone’s contact list.

3. Write your cover letter

A scan to fax app message is fronted by a cover page that acts as a letter to your recipient. The eFax enables you to add a cover page that should provide the recipient with information like who the sender is, including their name, email address, phone number, and information about the fax message’s contents.

4. Scan your document

The next step is to scan the document you want to send to your recipient. Use the camera on your smartphone or tablet to take a photo of the document, and then open the eFax app to attach the file to your fax message. You can also attach existing documents from third-party services like cloud storage platforms and email accounts.

5. Edit the fax message

The next editing step is to put the final touches to the fax file and add your signature to the document, if it’s not been signed physically. You can store a digital signature in the eFax app, making it easy to attach it to all future sent faxes.

6. Send your scan fax

After completing the above steps, it’s time to send the fax to your recipient. Select the “Send” button, and the fax will be sent immediately to the specified fax number or contact. Sent messages are stored in your eFax account for future reference. 

4 Best Practices For Simplified Scanning and Faxing

Scan and fax solutions make it easy to securely share critical documents and sensitive data. However, it’s vital to ensure employees use the service correctly and efficiently. Here are a few best practices to simply scan to fax free services:

1. Turn off the camera flash: Ensure the photo of your document is clear and eligible for your contact. The camera flash can cause the image to be too bright, preventing your recipient from reading the document. So turn the flash off and ensure you take the photo with decent lighting to make the image as clear as possible.

2. Position the document correctly: You must also ensure the whole document is visible to your contact. So position the entire document within the camera’s frame before sending it via scan and fax.

3. Hold the camera steady: Slight movements when scanning your document can create blurry images, especially when taking a photo in low lighting. Try holding the camera with two hands to get the picture as accurate as possible and minimize movement.

4. Check camera phone settings: Before scanning a photo using your smartphone, check the camera settings to ensure the scan is as clear as possible. If your phone has them, select the ‘macro’ or ‘document’ modes and the autofocus setting to capture the image correctly.

How to Choose the Right Scan-to-Fax App?

When it comes to choosing the right scan-to-fax solution, there are a few things in particular that you should look for.

• Security: While you may fax less sensitive or private faxes from time to time, many faxes contain information that you need to keep secure. A fax solution with built in security will allow you to send and receive faxes without worrying about putting you, your family, or your clients’ information at risk. 
• Cloud integration: If you know that you’ll be sending or saving faxes from other cloud-based apps, or if you need to use your fax service on various devices and from different locations, cloud integrtion will make this much simpler. You can access your files from anywhere, and send faxes when you need to, without worrying about returning to your office each time that you need to send a fax. 
• Ease of use: An easy-to-use interface can make your work day much easier as well. Many fax solutions are complicated to learn, slowing down the process. But a simple interface will save you time and stress.
• Pricing: Balance the features that you need and the benefits of the faxing solution that you’re considering against the monthly or annual cost of the service to find an option that fits your needs and budget.

Closing Thoughts: Embracing the Convenience of Fax to Scan

Scan to fax services offer a wide range of benefits for both businesses and their employees. It allows the increasingly mobile workforce to securely send and receive documents on the go, whenever and wherever they work from. Adopting scan to fax technology into your communications process allows your business to cut costs, encourage efficient workflows, and go paperless while reducing emissions.

Streamline Document Workflows with eFax’s Scan and Fax Technology

eFax makes it easy for employees to quickly scan and fax documents to their colleagues, contacts, and clients. eFax’s industry-leading solutions enable you to streamline workflows by helping users securely send and receive critical documents whenever and wherever they are. The solution allows users to access faxes via email or cloud solutions and create and attach digital signatures on any device. eFax is ideal for large enterprises in regulated industries as the digital fax solutions include security features consistent with Health Insurance Portability and Accountability Act compliance.

Discover how eFax’s scan and fax services can help you reduce costs and enhance efficiency by signing up now.

The traditional analog fax machine is obsolete nowadays. First, it was replaced by computer fax lines, and then finally, by digital fax services that use apps on internet-connected devices to send and receive faxes. The modern way of faxing is cheaper, more efficient, more convenient and more reliable — not to mention more environmentally friendly than the faxes of old. 

Just as fax machines have evolved, so has the way we use the internet. Now, our smartphone is the most commonly used portal to the internet. Faxing has moved to cell phones, too, and in this article, we’ll explore the convenience of using the iPhone’s Notes app for faxing.

Requirements for Sending Fax From Notes App in iPhone

In the old days, you’d need a dedicated landline, a clunky machine, fax paper, toner and a lot of time to send a fax. Sending a fax from your iPhone using Notes takes a lot less resource. Here’s all you need to send a fax from your iPhone:

• The Notes app
• A reliable internet connection
• An online fax service account or third-party iOS fax apps from the App Store

How To Send a Fax From iPhone Note?

The Notes app is a great tool for saving documents that you can then fax using a digital fax solution like eFax. 

You simply open or compose your document in the Notes app and then scan it to create a Notes app file. Notes lets you edit your scanned document and choose things like the color, including back and white or grayscale and even choose the format. 

When you’ve finished adjusting and editing your document, you can hit “Done” and save your Note. At that point, it’s just like any other fax-ready document on your phone, and you can send it using an online fax app for your iPhone.

Also Read: How to Scan and Fax from iPhone

5 Easy Steps To Send a Fax From iPhone’s Notes App?

If you have an eFax digital fax account, you can easily send a fax from the iPhone’s Notes App.   

First, make sure you’ve downloaded the eFax app from the iOS App Store, from there:

1. Open your document in the Notes app

Within Notes, press and hold the screen, then select “Scan Document” to start the process. 

2. Save your document in the photo gallery

Select the document you want to scan and take its photos. This will save it in the gallery. 

3. Open eFax

Open your eFax app and select “Compose a Fax”. 

4. Write your fax

Select your saved Note document to attach it as a fax. Then, add a cover page. You can even sign documents within the app. 

5. Send your fax

Send your app right from the eFax app. Your sent documents will be saved in your eFax portal to review afterward so you know your documents were sent and even when they were received on the other end. 

3 Best Practices for Using Notes App To Send Faxes

There are some key tips that make sending faxes using the iPhone Notes app more convenient and effective. Here are three best practices: 

1. Label your saved documents clearly so you can track them afterward.
2. Use a cover page that clearly identifies your intended recipient and the number of pages you’re sending so that the person who gets your fax knows they have it all. 
3. Only send faxes to trusted numbers, and make sure any sensitive or private data is secured. 

eFax: The Simple & Efficient Way to Fax from Your iPhone

The eFax online fax system is the most reliable and efficient way to send faxes from your iPhone. We’ve developed eFax over decades to suit a wide range of industries and use cases. Benefits of eFax’s digital fax solution include:

Reliable cloud storage: eFax stores the faxes you send and receive in your secure, cloud-based storage platform.

Enhanced document management: Users can retrieve, search and organize faxes via your eFax digital fax portal. You can even tag them to make them easier to find and retrieve afterward.

HIPAA compliance: eFax is fully compliant with the Health Insurance Portability and Accountability Act, which protects sensitive medical information transmitted online. In fact, eFax is compliant with a wide range of privacy and data management regulations for industries like law, medicine, accounting, finance and more.

Integration into existing workflows: It doesn’t matter which smartphone apps or desktop systems you use — eFax makes it easy to send and receive faxes without using different devices or swapping back and forth between systems.

What is Cloud Fax?

As its name implies, cloud faxing is 100% cloud-based. Cloud fax empowers you to send and receive faxes through an Internet fax service provider’s cloud-based platform. With this service, documents are sent and received over the internet instead of a traditional telephone line. 

However, you don’t have to store data locally with cloud faxing. Instead, your fax information gets stored on a cloud-based fax server.  In this way, cloud faxing is a reliable service that can help you meet your business needs.

How Does Cloud-Based Faxing Work?

The fax-to-cloud process is quick and easy and can be done from any device, from anywhere, with no fax machine or office space required.

To send a cloud fax, you’ll first need to create an account. You can do so by downloading your fax app or opening your online fax service in a web browser. After creating your account:

• Select your document and add a fax cover sheet. 
• Add the fax number of your recipient or select one from your saved numbers in your account. 
• Hit send, and your fax is instantly sent to the recipient. 

Understanding the Cloud

Cloud computing is a catchall term for services hosted using the internet. These services include:

• Infrastructure as a service (IaaS)
• Platform as a service (PaaS)
• Software as a service (SaaS)

Cloud computing enables devices to access data and applications using the internet. Providers deliver cloud-based fax services using remote computers, databases and servers.

Understanding Cloud Fax Services

Cloud faxing is a SaaS offering people may describe in several ways. For instance, you may hear it called “Fax to cloud” or “Online cloud fax”. Cloud faxing works with various operating systems, including:

• Windows
• macOS
• Android
• iOS

Key Benefits of Using Cloud Faxing Solutions

A cloud fax service offers a number of clear benefits over traditional faxes. First off, you’re no longer tied to a machine that needs upkeep and maintenance—not to mention the associated costs—or that requires you to be in the office to use it. Instead, you can send cloud-based faxes from anywhere, at any time, as long as you have access to the cloud.

As your business grows and you find that you need to send more faxes, cloud faxing enables you to scale your faxing capabilities with ease. Whether you need to add more users to your online fax account or scale the number of faxes you’re sending out, an cloud fax service eliminates many of the hurdles you’d face with a traditional fax machine, like increased maintenance, the need for additional machines or the domino effect of downtime.

Boosting Business Productivity with Cloud Faxing

Small changes can make significant productivity improvements. The biggest benefit you’ll notice with cloud faxing is increasing your team’s productivity. Enterprise cloud fax solutions simplify the process of sending essential faxes. They also eliminate problems like receiving junk faxes.

All cloud fax documents are digital. There’s no need to shuffle papers. You also don’t have to waste time refilling empty ink cartridges or servicing a broken fax machine.

In addition, cloud faxing reduces transmission time drastically. You can send and receive cloud faxes nearly instantaneously. Because there are no delays with cloud faxes, your team can get more done more quickly.

1. Simplification Equals Improved Productivity

For many companies, fax volume is on the rise. However, enterprises are moving away from traditional fax machines and complex server infrastructures and embracing cloud fax services.

Cloud-based fax services are very desirable for organizations. They simplify the work environment dramatically. Also, they empower organizations to eliminate the on-site complexity of software and hardware for fax telephony. At the same time, enterprise cloud fax solutions have all the capabilities of an on-site corporate fax server.

With these points in mind, the only thing you need to consider when choosing a cloud fax solution is the reputation of your service provider over time. At eFax, we’ve earned a stellar reputation serving business faxing needs for more than two decades.

2. Keeping Your Digital Documents Safe

The eFax Protect plan offers advanced security encryption, which provides maximum security for your confidential and essential faxes. With AES 256-bit encryption, you don’t receive faxes in your email inbox. Instead, you’ll receive a notification email from the MyPortal Messenger Center. AES 256-bit encryption is a fast and super-secure method for retrieving your cloud fax documents.

3. Secure Storage for Corporate Communication

Most cloud fax services are secure and modern. They also provide a way for users to store, access and manage digital faxes.

However, enterprise-grade cloud faxing offers added advanced features. For instance, it gives you and your team an online dashboard. You can easily and securely see where you stored all your past fax communications using the dashboard. This tool offers an easy way to search for documents and sort through fax transmission records.

Why Cloud Migration is Important For Enterprise-Grade Businesses

In recent years, cloud computing has rapidly grown in popularity. Spurred by a desire to reduce IT costs, increase efficiency and improve flexibility, more businesses are opting to move their infrastructure to the cloud. In fact, by 2025, experts predict that 85% of enterprises will have a cloud-first approach.

Migrating data to the cloud offers a number of benefits, including:

• Streamlining of business operations.
• Access to a variety of online tools, such as internet-based phone services and online cloud fax solutions.
• A more secure, affordable and scalable solution for businesses of all shapes and sizes.

What Is Enterprise Cloud Migration?

The way that companies share data internally has changed drastically over the past several decades. Before computers became widely available, paper copies and filing cabinets allowed companies to create, collaborate on and store information. 

As files became digitized, the space required to store them and how quickly they could be duplicated and shared changed. Companies began relying on in-house databases, as well as tools like copiers and scanners that made it possible to move their files to the cloud.

The cloud is the next revolution in how businesses operate. Enterprise cloud is a computing model that enables businesses to store their data online, streamline their digital infrastructure, access virtual IT services and take advantage of online services like faxing. This latest revolution in how data is stored, used and shared allows for faster, more streamlined workflows and lets employees collaborate from anywhere.

 6 Benefits of Cloud Migration

The many benefits of cloud migration are spurring the growing number of businesses making the move.

• Having your business’ data stored on the cloud and providing access to automation services makes it faster and easier for employees to get access to the tools and data they need.
• The cloud streamlines collaboration, so employees from around the world or in separate offices down the street can work together more effectively.
  
• Moving from an on-site storage solution to cloud-based storage offers major cost savings.
  
• As your business grows, scaling your cloud resources is easier, as well as more flexible, than with other storage solutions.
  
• Cloud expenses can be adjusted to fit your business’s current budget.
  
• Most cloud infrastructure options today provide top-notch security to keep your business’s sensitive data safe from the growing threat of ransomware and other forms of malware.

What Are Some of the Common Cloud Migration Challenges?

Making the move to the cloud offers plenty of clear benefits. But this doesn’t mean that businesses won’t face some roadblocks along the way. Which challenges your business may face will depend on your unique situation, as well as your strategy for migrating. Some common challenges businesses face include:

• Lacking a clear strategy from the start, which means that different applications and sets of data are then being migrated individually. This can cause delays and slow down the process.
  
• Not having a plan can also cause costs to swell, as new tech and applications are added as needed without considering overall spending.
  
• Depending on the industry, another big challenge may be ensuring compliance during the transition to the cloud. For instance, HIPAA privacy rules require that extra care is taken to ensure data security and compliance at all times, including when migrating data to the cloud.

3 Key Steps For A Successful Cloud Migration

Much like the challenges that businesses face, the cloud migration process will vary for each. But to guarantee a smooth transition, businesses should follow some similar steps when moving to the cloud. 

Step 1: Planning

The first step is to create a cloud migration plan. Planning ahead helps you clarify your company’s “why” for moving to the cloud. With this information solidly in place, you can then make decisions about which applications or technology to invest in, which data needs to be transitioned first and what security measures you may need for data protection. 

This approach can help with cost optimization, as your business can take the time to consider which applications and services to invest in first, and which can wait.

Step 2: Migration

The next step is the migration itself. With a plan in place, you can transition each department or data set individually and smoothly, and be ready for each set as it comes. 

Step 3: Upkeep

The final step in a successful cloud migration strategy is to have a plan in place for ongoing upkeep. Having the right cloud migration tools is essential to ensuring that data is safe and secure and that your business’s workflow isn’t interrupted during the process. This includes having a backup system in place to protect you from data loss, as well as a security suite to safeguard your data and infrastructure from malicious actors.

How eFax Can Help You Migrate to Cloud Faxing?

Whether your business is looking to cut costs or preparing for future growth, making the move to the cloud is an important step. If you’ve already migrated, now is a great time to consider adopting cloud faxing as well. It’s easy to switch to eFax cloud faxing services.

Find out today how eFax can enhance your document workflow.  Claim your eFax number today!

Introduction

Fax over IP can help you send and receive faxes using a voice Internet Protocol system, but is it worth shifting from traditional faxing? Will it be the best solution for your business, especially for mass-sharing sensitive business documents? 

The system can be a great way to share business documents without using fax machines and phone lines, depending on your setup. However, it comes with its challenges, meaning you would still need a better option.

That’s where eFax comes in! With eFax, you can send and receive faxes online anytime and anywhere without all the problems of traditional faxing and VoIP faxing.

Discover eFax’s digital faxing solutions that help you cut costs and comply with industry-specific fax regulations.

What is FoIP (Fax Over IP)?

FoIP stands for “Fax Over Internet Protocol” and refers to a technique for receiving or sending faxes through the Internet. This process involves transforming analog fax signals into digital fax signals.

FoIP is also called VoIP (Voice Over Internet Protocol) faxing or IP faxing. 

With fax over IP, you can do the following:

• Send faxes between fax machines
• Send faxes from your email to the recipient’s fax machine
• Send faxes from your fax machine to the recipient’s mail. 

Let’s see how FoIP works for a clearer picture. 

How Does FoIP Work?

Fax over IP is based on Voice Over Internet Protocol, a communication system that sends voice through the Internet. 

Here’s how the underlying technology applies to faxing:

1. Breaking Data Down

When you want to send a fax, the information is first broken down into small data packets to be sent through the Internet. When these minute data packets reach their destination, they are reassembled before being presented to the recipient. 

For VoIP faxes, the fax is first converted to an audio stream, which is then relayed between fax machines in protocol sync.

Most fax machines worldwide use different fax protocols, such as G.711, T.30, and T.38. The T.38 protocol was designed for relaying faxes over IP through a data network, eliminating the need to convert the fax to an audio stream first. 

2. Fax Machines Connect Over VoIP with Fax Adapters

With the proper setup, two fax machines using the T.38 protocol should be able to connect and communicate with each other over VoIP. 

If you have a VoIP line, as most businesses now do, you can keep using your fax machine. 

You just need to connect it to a fax adapter or an ATA (Analog Telephone Adapter) because a fax machine can’t automatically use a VoIP line to send or receive faxes. 

3. Changing Analog Signal to Digital Signal

The fax adapter converts the analog signal from the fax machine into a digital signal and transmits it over the Internet. 

Note that the adapter also relies on T.38 capability. You connect it to a T.38-enabled VoIP gateway to help change the signal from analog to digital using a T.38-enabled fax machine, fax software, or fax card. 

4. Changing Digital Signal to Analog Signal

At the destination, another adapter receives the digital signal and changes it back into an analog signal that the destination fax machine will receive. 

It’s easy to see that the fax IP communication system can be complicated, meaning you must use the right FoIP provider to have the right setup. 

eFax steps in as a cloud-based fax alternative. Sign up for eFax now to deliver faxes over IP by converting them into email attachments that ride on an independent data network. 

5 Benefits of Using Fax Over IP

If implemented correctly, Voice Over IP fax can be a game-changer for organizations. 

Here are some benefits you can enjoy:

1. Cutting Faxing Costs

VoIP faxing is more affordable than traditional faxing because you don’t need to buy any ‘special’ fax machines. You can keep using your existing machines. 

Where you no longer have to use the dedicated phone line, that expense goes into paying for your Internet package. 

Additionally, FoIP taps into your existing network, eliminating the need for a separate analog network. The reduced number of hardware translates into reduced maintenance costs.