There’s no denying that traditional faxing has completely changed the landscape of file sharing. However, in today’s modern environment, it’s high time to upgrade. Online faxing completely changes the game. Aside from its significantly lower overhead costs, it also offers better security and accessibility, along with a long list of state-of-the-art features.
When switching to online faxing, it’s crucial to take the necessary steps, especially in terms of migrating fax numbers. In this article, we will walk you through the entire process to ensure that the transition is as smooth as possible.
Table of Contents
The Importance of Migrating Fax Numbers
Migrating fax numbers is important, especially if you heavily rely on faxing. This ensures that communication is not disrupted and that your business can continue to operate without a hitch.
Here are some key reasons why migrating fax numbers is important:
Maintain business continuity
Migrating fax numbers to your new phone system, service provider, or location can help maintain business continuity and avoid disruptions to your fax communication. Your customers, clients, and stakeholders can still reach you with no problems. One way to efficiently manage this transition is through an admin center, which provides a centralized place to handle phone numbers and other administrative tasks.
Without proper planning and execution of the migration, it’s highly likely you’ll experience downtime or loss of communication. When people are unable to contact you, your businesses can experience delays, missed opportunities, and potential losses in revenue. This is how important proper and smooth contact transfer is.
Cost savings
By consolidating multiple fax numbers into a single number, your business can save hundreds of dollars associated with maintaining multiple phone lines. And since you’re only using one faxing solution, you don’t have to worry about any additional expense that comes with owning several pieces of equipment.
In addition, migrating to a cloud-based fax service can also result in cost savings. This type of fax service eliminates the need for physical fax machines, which ultimately reduces equipment, maintenance, and energy costs associated with running those machines. Many providers like iFax offer flexible pricing plans, which help avoid paying for more fax capacity than they need.
Improved security
Migrating to an online fax service allows you to enjoy enhanced security features that can help protect confidential and highly sensitive information. Cloud-based fax services typically use encryption to secure fax transmissions, which can help prevent interception or tampering.
You can also take advantage of other features, including access controls and audit logs, which can help prevent unauthorized access and provide a record of who accessed or sent a fax. Some of these features are key to ensuring that your organization complies with industry and industrial regulations, such as HIPAA and GLBA.
Increased efficiency
One of the major reasons why you should migrate fax numbers is because it can significantly improve your level of productivity and efficiency. By allowing your business to send and receive faxes electronically, you don’t have to spend ages tinkering with a bulky piece of machine.
Most online fax solutions have a comprehensive list of features that can also help streamline your workflow. These features include a built-in document scanner, third-party integration, and electronic signature capabilities.
The Different Ways of Migrating Fax Numbers
Depending on multiple factors, there are several ways you can migrate fax numbers. Some of these factors include current circumstances, technical feasibility, and goals. Some of the most common ways of migrating fax numbers include:
Porting
One of the most common methods used by businesses that wish to keep their existing fax numbers is porting. Typically, the process involves submitting a port request to the current service provider. They will then verify the request and release the number to the new service provider.
It usually takes a few days to several weeks to complete the process. This all depends on the complexity of the case and the cooperation of the service providers involved. Once the porting process is successful, you shall be able to use your old fax number using a new faxing service.
Forwarding
If your business is moving locations or changing contact numbers but you still want to receive messages from your customers, you can opt for fax forwarding. As the name suggests, it involves redirecting incoming faxes sent to your old number to your new one. With this method, you don’t have to notify all your stakeholders of the new number.
Some service providers may charge a fee for forwarding services, so it’s important to check the terms and conditions before signing up for a forwarding service.
Fax over IP (FoIP)
Fax over IP is a method of sending and receiving faxes over an internet connection. This is a cost-effective solution that eliminates the need for dedicated fax lines and equipment. However, this method requires a stable and reliable internet connection to ensure the quality of the fax transmissions.
Poor internet connectivity can result in delayed or lost faxes, leading to communication errors and delays. It’s also important to note that FoIP technology may not be compatible with all types of fax machines, and some machines may require additional hardware or software to support FoIP.
Hybrid solution
A hybrid solution combines the traditional faxing method and online fax service to provide the benefits of both technologies. In this solution, the fax machine is connected to a fax server, which can be located on-premises or in the cloud. The fax server is integrated with a cloud-based fax service, which handles the transmission of faxes over the internet.
While this sounds like the ideal document transmission method, it’s important to note that implementing this requires some technical expertise and investment in infrastructure. You should carefully evaluate your faxing needs and consult with an expert to determine whether a hybrid solution is the best solution for your organization.
Migrating Fax Numbers: Top 6 Tips and Best Practices
1. Plan ahead
Before migrating fax numbers, it’s important to plan ahead and ensure that you have a clear understanding of your business needs, such as the number of faxes you send and receive, the features you require, and your budget.
2. Evaluate different migration methods
As mentioned above, there are several methods for migrating fax numbers. Take some time to evaluate each method carefully and choose the one that best suits your needs.
3. Test the new service
Once you’ve migrated your fax number, it’s important to test the new service thoroughly to ensure that it’s working properly. Test sending and receiving faxes, as well as any additional features or services that you’ve subscribed to.
4. Notify clients and customers
If you’re changing your fax number, make sure to notify all of your clients and customers of the change. Provide them with your new fax number and ensure that all your business documents and websites reflect the new number.
5. Train your employees
Ensure that your employees are trained on how to use the new fax service and any new features that come with it. This will help ensure a smooth transition and minimize any disruptions.
6. Keep records
It’s important to keep records of all your fax communications, including sent and received faxes, to ensure that you maintain a complete record of your business transactions.
Why iFax Is The Smart Choice When Migrating Fax Numbers
iFax is an industry leader in faxing, with years of experience and a reputation for reliability. When you migrate your fax numbers to iFax, you can be confident that you’re working with a company that knows what they’re doing and will take care of your faxes.
Our intuitive online faxing solution offers a comprehensive list of features and benefits that make it the smart choice for any business. With iFax, migrating fax numbers can be a breeze. You can port your current fax number without any fuss or added cost. We also offer local numbers in multiple countries worldwide, so you can easily send and receive faxes from anywhere in the world.
Best of all, iFax is incredibly easy to use, with a user-friendly interface that anyone can navigate. You can send faxes from your computer, smartphone, or tablet, and there’s no need for any special software or hardware.
With iFax, you get all the features and benefits of a top-tier faxing service without breaking the bank. So what are you waiting for? Sign up for an account today.
