As the world evolves, the most fundamental types of technology continue to be phased out. However, while the tech world has become more fast-paced and things like smartphones have permanently replaced everyday items like pagers, some components of technology still can’t be replaced.

For example, telephones. While there are certainly many updates that have reduced how often we need to pick up the phone, we are far from getting rid of it altogether. It’s the same with fax machines.

With email communication and document scanning, receiving information in a short time is a breeze, but that doesn’t eliminate the benefits of a fax machine. XM Fax brings the advantages of faxing into the 21st century with a streamlined approach.

Sending a fax is highly convenient and one of the most sure-fire ways to confirm your recipient received your information when you sent it. Put simply, sending a fax can make doing paperwork simpler, not to mention more secure. This is why many people still prefer to work with faxes for personal issues, especially regarding medical concerns and court documents.

However, for many businesses, faxing is a big headache. It is an outdated mode of communication that requires old and expensive equipment that´s only used for one thing. What’s even worse, fax machines require a rather large slice of office real estate–and for many up-and-coming businesses, this is something they just don’t have. So many of the biggest firms in the world started as small start-ups out of a garage. When running off a small and efficient model, you want to keep everything small and efficient. Operating with a smartphone or laptop can make this work, so pushing your faxes to your smartphone or laptop is a great idea.

Why Faxing Presents A Challenge to Businesses

Sending and receiving faxes is one of the most fundamental ways businesses communicate, including B2B and direct-to-client communication. People will expect your company to have a fax machine, and not having a fax number can cause them to question the authenticity of your company. This is why XM Fax is so helpful.

The XM Fax model allows firms to set up fax lines without investing in fax machines. The only things you need are an internet connection and a computer, which most companies already have. No additional phone line is required, and there isn’t even a need to go to a fixed location to receive the faxes. With XM Fax, everything is digital.

This is ultimately one of the biggest downfalls of traditional faxes. In this day and age, people expect to be able to check their messages on the go. Having to visit the office every day to send and receive messages from one spot only is a very outdated way of doing business. Email services have made receiving official notices in the mail an arbitrary process. Pushing fax processes to a digital platform is a smart solution for your Mid-Atlantic Region business—especially if you have a growing company or start-up already highly reliant on the internet.

Ricoh’s XM Fax Benefits

Ricoh XM Fax provides an excellent digital faxing experience. The tool can immediately help your business save money by allowing you to eliminate the need for an additional phone line, as well as the supply of paper and ink that fax machines require. Instead, Ricoh relies entirely on the internet and utilizes the resources that your company is already using.

Switching to Ricoh XM Fax over traditional fax can provide your company with the following benefits:

  • Higher efficiency with digital access to faxes
  • Reduced costs for maintenance of faxing materials, including phone lines, paper and ink
  • Decreased risk of compliance issues
  • Increased security with digital infrastructure

Digital fax systems are ideal for implementation in workplaces that require an advanced level of privacy, including medical offices and law practices. This is because the digital structure of the Ricoh XM Fax Cloud storage means there’s no automatic printing of the received documents.

One of the most popular features that draw people to the XM Fax platform is that it is digitally based, meaning there is no need for a traditional fax machine. But this feature is just the tip of the iceberg. With the Ricoh system, a series of additional safety protocols are in place, making the program ideal for safe and reliable communication.

These safety features include:

  • Security and regularity certifications meet most cyber essentials for working within medical offices, law offices, and other security fields.
  • Flexible deployment cloud options that can meet different data requirements across international communities
  • Automated routing via telephone or internet connection

Having a reliable fax machine is a must for your Wilmington business, but that doesn’t mean you need to go old school. Keep your fax system in the digital world and make it work for your company, clients, and employees by opting for the Ricoh Fax XM system.

If you are considering shifting to the XM Fax system, contact KDI Office Technology today to speak with one of our experts or check out our brochure for more information.