Rincon India Solutions Pvt. Ltd.

Tag: Traditional Fax

  • Adding value to your HP MFP sales

    Reduce Costs And Enhance Security By Faxing From HP MFPs

    • Still, using fax kits for faxing from HP MFPs?
    • Still, using decentralised faxing using MFPs?
    • Looking for a solution for HP Workpath-enabled MFPs?

    Look no further. We have a solution that delivers a host of business benefits, including improved employee efficiency, streamlined workflows, and a steep reduction in the total cost of ownership (TCO) over traditional fax.

    We have solutions tailored for different-sized organisations, as well as a Cloud version that is flexible and scalable to suit organizations of any size.

  • Reblog: How should you choose the most suitable online fax service for your company?

    Online fax services offer the possibility to send and receive faxes via an email account, recording them in a digital format. Because of the undeniable advantages of such a telecommunication service compared to traditional fax, more and more companies are turning to this modern solution. But how can you choose the best service and the right supplier?

    Here are some tips for choosing the most suitable online fax service for your company:

    1. Assessing your fax sending and receiving needs

    To select an online fax service, it is essential to assess your needs for sending and receiving faxes. For example, an organization that only sends a small number of faxes per day should consider a pay-as-you-go credit system. In contrast, a company that receives and sends large amounts of documents via every day should instead opt for a fixed-price service, including a high or unlimited number of transmissions. Security issues must also be considered; it will be necessary to know whether need to be protected by effective identification and encryption mechanisms.

    2. Seek advice from other companies in your business sector

    Another good strategy for choosing an online fax service is to search for information from organizations in the same industry sector. Through conversation with organizations that have similar needs, you can discover what functions of Internet fax are practical, essential or superfluous. Sometimes, a business partner will even be able to provide an idea of the cost he is paying for his package, which makes it easier to compare the prices of different suppliers in addition to their service offerings.

    3. Contact a few online fax service providers

    With information and recommendations collected from other companies in the same industry, it is much easier to prepare a list of a few vendors that offer an online fax service with the desired functionality (security, compatibility with mobile devices, etc.). Contacting these companies offers the opportunity to obtain more details about the options and features included in their packages. It is also a good way to test the service quality of sellers, who should take the time to ask you questions to better understand your needs and make you an offer tailored to them.

    4. Evaluate customer service of potential suppliers

    It is always best to ensure the quality of a supplier’s customer service before problems arise. Are agents able to offer 24/24 professional support? An online fax provider whose customer service is reputable should be given extra weight when making your decision.

    The original article can be found here.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Reblog: Are IP Fax Solutions More Economical Than Traditional Fax?

    [image src=”https://www.rincon.co.in/site/wp-content/uploads/2019/02/traditionalfax.jpg” shape=”img-rounded”]



    If your organization is still using traditional phone lines, going with a traditional fax machine can be tempting. The machine itself is relatively affordable, and it can use the phone lines you already have. It’s quite possible that your organization already has a traditional fax setup, which can make the costs of a change seem high relative to just staying put with what you know.

    Unfortunately, several factors make traditional fax machines unsustainable today. The day-to-day costs of ink/toner and paper add up fast. Machines break easily, which not only means they’re out of service, but that you’re paying to fix them.

    1. The hidden cost of Traditional Fax is time

    Employees have to print their document, walk to the machine, then wait for it to send its payload so they can retrieve the original (especially important if it contains data covered under GDPR, HIPAA, SOX, FERPA, or similar laws).

    It’s difficult to tell if an entire fax has been received on the other end, so if they’re doing the sending, they may need to call or email the intended recipient to check. If they’re on the receiving end and document is particularly timely, essential, or private, they may have to coordinate with the sender to make sure they’re standing by the machine ready to catch the document when it comes out.

    That’s a lot of wasted time where staff could instead be doing productive work.

    2. Phone lines are dying

    Reliability and consumable costs aside, one key consideration trumps all others: fax machines will be completely unable to operate in a post-phone line world. That time is coming sooner than you may think, Europe has announced an end date for their traditional phone services, Australia is following suit, and several US carriers are planning on ending installation of new lines.

    Once those lines are no longer supported, traditional fax infrastructure becomes useless. This is already the case for many organizations who have moved or are moving their phone services to a VoIP system (such as a SIP Trunk).

    3. Fax over IP (FoIP) has none of these problems

    Cheaper connections & SIP-friendly

    FoIP can completely sidestep a connection to the conventional phone network, using the internet to get the message out instead. IP connections are dramatically cheaper than traditional phone lines, and have the added benefit of being technology that continues to be useful after the traditional network eventually goes away.

    Save time by faxing from anywhere

    Using a FoIP solution, faxes can be sent from an employee’s desk (via a laptop or desktop) rather than a machine down the hall. Solutions with mobile & web clients can even send faxes from mobile devices like tablets and cell phones, allowing faxes to be sent from anywhere there’s a signal.


    The added benefit of routing faxes through these devices is the security your IT department can put around them. If someone has to log into your machine to see a fax, it’s a lot more secure than a piece of paper sitting in a public tray.


    Skip the ink, toner, and paper

    While you can print out a FoIP document, you don’t have to, when sending or receiving. That means fewer consumable costs, and less paper copies of sensitive documents to file or shred.

    Manage IT how you wish, and subscribe rather than buy

    A good FoIP solution should be available both on-premises and in the Cloud. If maintaining a fax server on site isn’t something your organization would like to take on, Cloud FoIP solutions allow you to handle everything via a SaaS subscription. Prepaid credit systems are also available that allow you to only pay for what you use.



    Decrease Costs and Increase Efficiency with XM Fax

    XM Fax is a cutting-edge FoIP solution that can deliver excellent ROI and dramatically reduce the wasted time and frustration associated with traditional fax. Bring all the benefits listed above to bear on your communications needs to reap the rewards. Reach out to us to learn more about what it can do for your organization’s workflows and bottom line.

    The original article can be found here.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Reblog: Arizton Report Reveals Valuable Global Fax Market Insights

    Arizton Advisory & Intelligence is a market research organization that produces premium market research solutions and customized reports for a wide variety of industries. They track both high growth and niche markets across industries, such as:

    • Consumer Goods & Retail Technology
    • Automotive & Mobility
    • Smart Tech
    • Healthcare and Lifesciences
    • Industrial Machinery
    • Chemicals & Materials
    • IT & Media
    • Logistics & Packaging

    Arizton recently released their “Global Fax Services Market Outlook and Forecast 2017-2022”, and once we heard about it we naturally jumped at the opportunity to get our hands on it! The report is chock-full of industry tidbits and also contains their 5-year forecast of the global fax services market. Here are 4 of what we consider to be the key takeaways from their 2017 report.

    1. Fax Services Reduce Carbon Footprint

    It’s important to indicate that for the context of this article, the term “fax services” refers to the plethora of on-premise, cloud-based, hybrid, and secure file exchange solutions on the market that have been developed to replace traditional, paper-based faxing. Most people are aware that by switching to a digital fax solution they reduce paper usage within their organization, but Arizton’s findings delve a little deeper. In discussing market growth enablers in their Global Fax Services Market report, Arziton mentions that modern fax services reduce the usage of paper by up to 75% across organizations of all sizes.

    Computer-based fax solutions reduce paper use not only by replacing traditional fax machines, but by replacing other workflows involving paper, such as scan-to-email workflows as well. The report estimates that in a single year, 150 billion papers are used for faxing purposes in the US alone.

    As awareness and initiatives to create a “green office environment” grow across all industries, on-premise and cloud-based faxing services have helped organization’s paper requirements decrease significantly over the last decade. Every organization that adopts cutting-edge fax solutions not only minimizes their own carbon footprint, they help reduce the need for paper production in general.

    2. Fax Automation Workflow is a growing trend

    Arizton’s report explains that fax automation has grown to become one of the most popular features of today’s fax solutions for organizations who largely operate in a transaction-based environment. The automated sending of documents is especially appealing to companies whose document processing needs are growing, and is an available feature provided by various fax services vendors in the industry.

    Fax automation is achieved by integrating on-premise or cloud-based solutions with existing customer applications, such as CRM. Users can then predefine numerous documents and contacts for automatic transmissions based on their business needs.

    3. There’s still a lack of awareness of traditional fax alternatives

    Although there are several models of fax solutions on the market to replace the traditional fax infrastructure, the Arizton report explains that lack of awareness of fax services often leads to usage of email as a substitute. Many organizations replace traditional fax by sending documents via email after scanning them through hardware devices.

    Email may provide a faster and more convenient alternative to using fax machines, but it isn’t inherently secure and without the right security measures in place, an organization’s data governance may not meet compliance regulations. Fax solutions that integrate directly with user email applications are a modern, secure, and compliant alternative that allow users to continue to send and receive files from the platforms they’re most comfortable working with. Several contain a built-in audit trail function to eliminate any guesswork should an organization come under regulatory audit.

    4. The Healthcare industry is leading the fax services adoption pack

    Several end-user industries are discovering that modern fax solutions are a great way to increase productivity, save cost, and enable a more compliant environment, but none more than the healthcare sector. Ariston reports that healthcare (which includes hospitals, clinics and pharmaceutical companies) is the biggest revenue contributor for fax services, representing 30% of the global market. Healthcare organizations mainly opt for fax services to ensure the secure transmission of patient documents which helps comply with regulatory compliance like HIPAA in the US, not to mention that fax solutions can also automate several document management processes. In coming years, Arizton expects healthcare revenues to continue to grow as fax solutions become more widely used by individual physicians and the use of fax solutions grows in the APAC regions.

    A close runner-up, representing 26% of global revenue for the fax services market is the Banking, Financial services and Insurance (BFSI) sector, with banks and insurance organizations are the leading revenue contributors, followed by mortgage companies. The Arizton report forecasts that by 2022, more organizations in the financial sector are expected to migrate towards hybrid fax solutions. Hybrid fax solutions give companies greater control over their data with on-premise server deployments, yet also offer the flexibility and scalability of cloud fax solutions.

    Looking for a fax solution that can boost productivity, automate workflows, and help your organization meet regulatory compliance no matter what industry you’re in? Speak with an expert today to find out which solution would best meet your business needs.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

    The original article can be found here.

  • Reblog: What hardware is used to send faxes online?

    Traditional fax systems require the use of multiple hardware components such as a dedicated telephone line and a fax machine. However, with an online fax system, you can send faxes without having to worry about this equipment, which can prove costly to maintain.

    Send faxes online from a computer

    Sending and receiving faxes by computer, whether you own a PC or laptop, is becoming the new standard for the modern workforce. In fact, no matter what type or model of computer you have, all you need is an Internet connection to send documents. The text files that you want to send will be converted into faxes, so they can be received by your intended recipient whether on their own Internet fax system, or on a traditional fax machine. Both options are possible.

    Online fax uses the IP infrastructure, which transfers data related to the files over computer networks rather than by telephone lines. Compared to a traditional fax setup, companies can experience cost savings by not having to maintain additional lines on their network when using a fax over IP (FoIP) solution.

    Using computers simplifies not only the sending of faxes, but also their receipt. The files can be opened directly on a computer without having to print them out. This in itself increases the confidentiality and security of exchanges, since there is virtually no risk of someone picking up a fax not intended for them.

    Send faxes from anywhere with a mobile device

    One of the major headaches associated with traditional faxing having to be near a fax machine to feed paper documents to be digitized and then sent. The same goes for waiting around by the fax machine for an important document.

    With fax over IP, there is no need to be at the office to send faxes to your intended recipient. Most providers of online fax services offer mobile applications that can send and receive files from devices like a smartphone or tablet.

    This is a definite advantage, since the users of this system can fax documents remotely and thereby keep work processes going even while on the road.

    Fax paper documents using a Multifunction Printer

    Most organizations have a multifunction printer (MFP), which enables them to digitize documents and print them. If the documents that you want to fax are in paper format, simply adding a fax connector to this type of device will enable you to use it to send faxes. You simply scan the pages using your multifunction printer and then send them to your recipient.

    To switch to fax over Internet

    As you were able to see, the hardware required to send faxes online consists, for the most part, of devices that you use on a daily basis. With this in mind, switching to fax over IP does not result in significant hardware acquisition costs. You can enjoy the advantages of fax over Internet technology without having to invest a fortune.

    For more detailed information on implementing a fax over Internet system in your organization, don’t hesitate to contact the XMedius team. Optimized on an ongoing basis, the tools XMedius has developed for online faxing are designed to improve productivity and simplify operations.

    The original article can be found here.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Reblog: Are free online fax solutions right for companies?

    Choosing a free online fax solution versus a professional service will depend on an organization needs in terms of security features, customer service, and support.

    With all its advantages, online fax technology is increasingly popular within organizations that need to exchange documents on a regular basis. At the same time, alternatives to the traditional fax have been developed by numerous providers. Some developers even present solutions that they offer free of charge over the Internet. But are these free online fax solutions appropriate for companies?

    Here are a few features that highlight various shortcomings of these free Internet fax programs.

    Free online fax solutions and data security

    As recent news about data breaches and compliance issues will show you, more and more companies need to improve the way they handle personal information about their customers or any other sensitive data that may have a high value for defrauders. It’s clear that data security has become a major issue for many organizations.

    To ensure the confidentiality of documents transmitted online, certain telecommunications companies have developed effective solutions for secure transfer, assuring users that their documents can only be consulted by the intended recipients.

    Procedures such as encryption or transit over highly secure infrastructure can guarantee users of an online fax service that their messages will remain confidential.

    It is also possible that the messages received may be infected by computer viruses. It is therefore a good idea to make sure that the selected service can identify the presence of this kind of threat.

    However, these security features are very rarely a privilege of free online faxing, making them a risky choice for companies that work with sensitive data.

    Performance can differ between free and professional services

    Since each company is different, their communications needs will differ based on factors such as their size and their area of business. For example, some organizations require archiving tools, while others must regularly send large files that exceed email attachment limitations.

    However, free fax services often offer only basic options that do not include long-term storage of documents or the sending of larger files.

    Fax solutions providers, on the other hand, offer solutions tailored to their customer’s needs. Organizations who are looking for specific features, like the ability to transmit larger files, customizable security options, and an audit trail, for example, will find that consulting with fax service providers on the options available to them will work better for them in the long run. Today’s fax solutions come with an assortment of volume-based pricing options, so in the end, organizations only pay for their typical usage.

    Support offered by online fax service providers

    Implementing an online fax service may require technical skills that only specialists possess. For companies that need to send faxes daily, a service interruption can cause significant problems.

    For this reason, companies moving to fax over IP solution should be able to count on support from their service provider. Although free fax solutions usually offer customer service, it is rarely fast, nor would a user be able to get the full support they require.

    With a full-featured online fax solution, the customer obtains the benefits of a technical team and 24/7 customer support. This minimizes the risk that a lengthy service interruption will impact the organization’s activities.

    Online fax solutions from XMedius

    In light of this information, although free online fax solutions may be appropriate for certain users, they can be a risky choice for companies that don’t want to find themselves in an unfortunate situation because of their shortcomings.

    In order to benefit from secure transfers, added features and constant technical support, put your trust instead in a recognized provider like XMedius.

    XMedius is a world leader in the field of secure file transfer solutions for companies. It developed the first all-inclusive fax over IP software in the industry. The services it offers have what it takes to meet the needs of all organizations.

    The original article can be found here.

    For more information e-mail us on sales@rincon.co.in and we will be glad to assist you.

  • Reblog: How do you Fax Without a Fax Machine?

    You may wonder if your company is one of the last diehards that still use the traditional method of faxing. Well, rest assured. Many businesses of various sizes and areas of expertise, such as lawyers, real estate agents and doctors, still use this method on a daily basis.

    However, the technology involved in telecommunication has progressed enormously over the last few years, providing businesses with new means of transmitting documents that are much more expeditious, efficient and flexible. Among these means, online faxing represents one of the most significant evolutions.

    Find out how you can fax without a fax machine using an online fax system.

    Why is faxing still essential?

    Although the arrival of emails has contributed to reducing the number of faxes sent and received, the fact of the matter is that this means of communication still remains relevant.

    Imagine that your financial analyst asks you to fax a document authorizing a transaction, or that your doctor would like to send you a copy of your last lab results by fax. Email is not a secure enough means to send such important and confidential documentation, and regular mail is decidedly too slow.

    The functioning of the traditional fax machine

    A traditional fax machine requires an active telephone line to be able to function. The standard machine calls the telephone number to which you wish to send a fax. When the telephone call is received, the machine transmits the document to the same number.

    Prior to the advent of modern technology, fax machines were the only means available to securely send and receive documents. However, sending a fax always had its share of irritants. The files first had to be printed in order to be faxed, which resulted in additional expenses for paper and ink. Furthermore, back then, the image quality and clarity of faxed documents were poor at times.

    The arrival of online faxing: a true revolution

    So, if faxing is still essential, but the traditional method is becoming increasingly outdated, you are surely asking yourself how you can transfer you documents more efficiently while ensuring their security.

    The answer to this question is online faxing. Online faxing, also called Internet faxing or virtual faxing, can be as easy as entering an email address. This type of solution, which uses IP infrastructures, enables sending one or several documents to any fax machine or to another virtual fax recipient. You simply have to attach a document and press “send.”

    As it uses the Internet, the online fax system is also accessible via mobile devices such as tablets and smart phones. It goes without saying that this feature provides much more flexibility than traditional faxing. Indeed, it is now possible to send and receive faxes from anywhere. The documents are transmitted digitally, which also makes archiving easier.

    XMedius: global leader in online faxing

    In light of this information, you may perhaps be curious to know how you can transition from the traditional fax method to online faxing. If this is the case, do not hesitate to contact us with your questions.

    With more than 20 years of experience in the online fax service market, we are able to offer you the fastest and most reliable technology that exists in the industry today.

    The original article can be found here.

    E-mail us on sales@rincon.co.in for more information and we will be glad to assist you.

  • Reblog: Arizton Report Reveals Valuable Global Fax Market Insights

    Arizton Advisory & Intelligence is a market research organization that produces premium market research solutions and customized reports for a wide variety of industries. They track both high growth and niche markets across industries, such as:

    • Consumer Goods & Retail Technology
    • Automotive & Mobility
    • Smart Tech
    • Healthcare and Lifesciences
    • Industrial Machinery
    • Chemicals & Materials
    • IT & Media
    • Logistics & Packaging

    Arizton recently released their “Global Fax Services Market Outlook and Forecast 2017-2022”, and once we heard about it we naturally jumped at the opportunity to get our hands on it! The report is chock-full of industry tidbits and also contains their 5-year forecast of the global fax services market. Here are 4 of what we consider to be the key takeaways from their 2017 report.

    1. Fax Services Reduce Carbon Footprint

    It’s important to indicate that for the context of this article, the term “fax services” refers to the plethora of on-premise, cloud-based, hybrid, and secure file exchange solutions on the market that have been developed to replace traditional, paper-based faxing. Most people are aware that by switching to a digital fax solution they reduce paper usage within their organization, but Arizton’s findings delve a little deeper. In discussing market growth enablers in their Global Fax Services Market report, Arziton mentions that modern fax services reduce the usage of paper by up to 75% across organizations of all sizes.

    Computer-based fax solutions reduce paper use not only by replacing traditional fax machines, but by replacing other workflows involving paper, such as scan-to-email workflows as well. The report estimates that in a single year, 150 billion papers are used for faxing purposes in the US alone.

    As awareness and initiatives to create a “green office environment” grow across all industries, on-premise and cloud-based faxing services have helped organization’s paper requirements decrease significantly over the last decade. Every organization that adopts cutting-edge fax solutions not only minimizes their own carbon footprint, they help reduce the need for paper production in general.

    2. Fax Automation Workflow is a growing trend

    Arizton’s report explains that fax automation has grown to become one of the most popular features of today’s fax solutions for organizations who largely operate in a transaction-based environment. The automated sending of documents is especially appealing to companies whose document processing needs are growing, and is an available feature provided by various fax services vendors in the industry.

    Fax automation is achieved by integrating on-premise or cloud-based solutions with existing customer applications, such as CRM. Users can then predefine numerous documents and contacts for automatic transmissions based on their business needs.

    3. There’s still a lack of awareness of traditional fax alternatives

    Although there are several models of fax solutions on the market to replace the traditional fax infrastructure, the Arizton report explains that lack of awareness of fax services often leads to usage of email as a substitute. Many organizations replace traditional fax by sending documents via email after scanning them through hardware devices.

    Email may provide a faster and more convenient alternative to using fax machines, but it isn’t inherently secure and without the right security measures in place, an organization’s data governance may not meet compliance regulations. Fax solutions that integrate directly with user email applications are a modern, secure, and compliant alternative that allow users to continue to send and receive files from the platforms they’re most comfortable working with. Several contain a built-in audit trail function to eliminate any guesswork should an organization come under regulatory audit.

    4. The Healthcare industry is leading the fax services adoption pack

    Several end-user industries are discovering that modern fax solutions are a great way to increase productivity, save cost, and enable a more compliant environment, but none more than the healthcare sector. Ariston reports that healthcare (which includes hospitals, clinics and pharmaceutical companies) is the biggest revenue contributor for fax services, representing 30% of the global market. Healthcare organizations mainly opt for fax services to ensure the secure transmission of patient documents which helps comply with regulatory compliance like HIPAA in the US, not to mention that fax solutions can also automate several document management processes. In coming years, Arizton expects healthcare revenues to continue to grow as fax solutions become more widely used by individual physicians and the use of fax solutions grows in the APAC regions.

    A close runner-up, representing 26% of global revenue for the fax services market is the Banking, Financial services and Insurance (BFSI) sector, with banks and insurance organizations are the leading revenue contributors, followed by mortgage companies. The Arizton report forecasts that by 2022, more organizations in the financial sector are expected to migrate towards hybrid fax solutions. Hybrid fax solutions give companies greater control over their data with on-premise server deployments, yet also offer the flexibility and scalability of cloud fax solutions.

    Looking for a fax solution that can boost productivity, automate workflows, and help your organization meet regulatory compliance no matter what industry you’re in? Contact us.

    The original article can be found here.