Monthly Archives: August 2011

Just The Fax

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efax; RapidFax; MetroFax; Maxemail; Packetel – there’s all kinds of on line fax providers for an attorney to choose from.  How do you know which one works?

How do you know which one will be around in 6 months when you have all that pre-printed stationary*?

Even worse, how many of them openly email what could be your client’s confidential data?

That’s right – “openly” email.

Email is more of a postcard than it is a sealed envelope.

I can’t state it any more plainly than that and I’ve been using that exact phrase for close to a decade.  Fax to email is nothing more than email – and openly emailing things like your client’s confidential data is not the way to keep that information secure.

You should not be setting up processes that openly email any type of confidential information – but especially things like credit card numbers, social security/insurance numbers, banking information <-which bots (and humans, I imagine) are actively seeking out.

So your choices narrow quite a bit when you take “openly email” out of the digital fax process. I’d say 95% of the digital fax providers I’ve tested ONLY allow you to receive your faxes via email.

This is just one of the reasons I use and recommend Onebox to attorneys and those in “legal”.

Rather than openly emailing each fax, Onebox holds them securely in your account and sends out just a notification email that a fax has been received. This notification includes the sending fax number and number of pages, giving you a general idea of what you have just received. You then log in and securely download or view from whatever connecting device you happen to be using (you can even call into your Onebox and the computer will do it’s best to read you your faxes.)

Onebox is more than just fax.  It is a communications central command post in web space – calls, voicemails, faxes, contacts, tasks, notes and calendar entries can all be coordinated through Onebox and many mobile devices.

For all this power (having a web controlled toll free number at your bidding) – what’s the cost?  Did I mention you can coordinate remote personnel using this technology – by setting and giving each an extension on your Onebox…

Not nearly what you would pay for the same services through your own existing tech company (i.e. your ISP); and certainly a huge amount less than you would to have a similarly scalable in house pbx system.

The best part is – you already have your call process in place – perhaps have Ruby Receptionists answer the toll free?  Great!  You can still use Onebox to keep you digitally organized and just for secure digital faxing.  There is little known account type called “unified messaging” which is JUST fax/voicemail and only costs $12.95 per month. It limits to 100 pages on fax, but you can easily upgrade to the next level from within your new account and you may just get pricing and options not available on the website or to the general public.

If you want in – click here, select “Pricing” and “Unified Messaging” account type.

Onebox does not charge a set up or termination fee – but porting your number can get tricky.  If you’re going to port, set a call up with me first.

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*Yes, pre-printed stationary.  Just because I am a digital assistant who works virtually and does not recommend that someone buy a lot of pre-printed “letterhead”, business cards are a MUST and many attorneys put their fax number on their business cards.