There is a growing sentiment in workplace settings that less paper is a good thing. With so many people sending and receiving digital transmissions, paper is often seen as a hindrance more than anything else. But the fact of the matter is that going paperless can be a difficult task. Like it or not, there are still many instances around the office where paper is unquestionably required – like faxing.
But the pace of modern technology has, within the last couple of years, developed in ways that can further the need to "go green" in this regard. Pushing for assets that can help this sort of initiative is leading a growing number of companies to embrace electronic document management solutions.
ITProPortal contributor Stuart Evans believes that leveraging electronic document management "makes business sense."
"Effective document management is about far more than scanning and storing documents in digital format," Evans wrote. "It is about using data capture to automatically pull out relevant information and drive an electronic and automated process. Yes, this includes document storage, but it can also be used for invoice or payment status tracking or for streamlining and automating the approval process of legal documents such as contracts, non-disclosure agreements and other legal files."
One of the most important ways that organizations should consider these solutions is in relation to online faxing. The concept of the fax machine still has relevance and necessity today – even if the hardware holding it up is no longer viable. Cloud-based faxing is quickly becoming a powerful way to cut down on paper consumption without sacrificing functionality in the workplace.
Cloud services in high demand
Faxing is not the only business practice that is getting some assistance from the cloud. According to a recent study conducted by Technology Business Research, a majority of enterprise decision makers are opting for help from professional cloud services.
"Beyond the near-term efficiency objectives is the greater market opportunity for cloud professional services," Business 2 Community contributor David Deans wrote. "The line of business leaders that have procured cloud services tend to focus more on commercial effectiveness. Today's savvy executive buyers of cloud services are interested in applications that are instrumental in attaining strategic business outcomes."
One way to accomplish this is through the adoption of cloud-based fax technology – especially in the context of going paperless. Faxing is probably one of the last paper-intensive tasks in the workplace today, and in many settings it is required by law due to the inherent strength of its security. By removing one of the physical elements and allowing it to become software-defined, faxing no longer needs paper and ink to occur. Even if cloud-based faxing is used alongside traditional means, the total amount of money spent on supplies every month likely to drop. These funds can then be dispersed to other areas of the company where they might be more sorely needed. This is a strategic way to make technology work for the organization as a whole.
Cloud-based fax is the way to go
As more businesses find that the cloud has inherent value, they are expected to leverage it alongside common tools that need some modern assistance. This will be especially true for paper-based operations that are draining financial and environmental resources. The fax machine fits this bill to a tee. Rather than waste money and time on paper and ink, implement cloud-based faxing for document sharing within and outside of the office.
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