Probably, one of the scenarios where you could give up anything but to find out that one of your firm’s represented client needs files, documents and communications for one his legal facing matter. Hence, has requested you to unearth all of those fax records and other communications. A nightmare isn’t it!
Still, with proper document review platform in place, you can carry out the task and save a considerable amount of time by centralizing all electronic data of your client from servers, computers or cloud to a single source. Further, you can also sort them out according to specifics like date range, timeframe, keywords or via subject matter.
For most types of electronic data such as emails, documents, memos, reports, articles, texts, invoices, spreadsheets, calendar files, contracts & agreements, etc are stored in electronic file and format and hence easily can be sent for review. But what about your hardcopy faxes?
Call it conventional, traditional or legacy faxing system but it is an undeniable fact that fax hardware can make it more difficult to search and needless to say that the whole process is costlier. A day-to-day firm who has to regularly deal with court institutions, government entities, healthcare industry, legal and other law firms are facing ongoing issues with old faxing methods but considers emails to be insecure, regular mail delivery services to be slow and untimely and either have a copier person or are just plain simple ‘used-to’ with the legacy faxing system. Perhaps, it is known that document storage in hard copy format is not only inefficient but also would fail the audit-trail test.
Here are few options for putting your ‘Fax Document Review’ process on a ‘Fast Pace Discovery’ model:
Option 1: Do Nothing! Take Your Chances With Current Fax Infrastructure
Probably, would be in the best interest if considered this option as the last resort. The reason behind it is the simple fact that organization has to turn upside down in flipping their entire system to transform from hard copy faxes to electronically digitizing if they decide to but it will not be pocket-friendly to the company’s budget and hence, do nothing!
Moreover, companies might still be left with a good run on their existing fax machines and other infrastructure investment. But keep in mind that neither of this will hold a sturdy defence against a sudden e-discovery request.
Option 2: Convert Each Paper-To-Electronic Transition Of Faxes Into Your Process
Of course, with a new set of guidelines in the policy, you can make your staff follow the procedure of converting each hard copy to first scan, PDF and save a digital copy of the fax. So in a way, all your faxes will be readily available on a sudden e-discovery request and hence, a better option than the above mentioned. However, the entire process is lengthier, time-consuming and becomes expensive. This option adds few administrative steps to every inbound and outbound
Option 3: Transition From Manual Faxing System To Cloud-Fax Solution
The best way to upgrade your firm’s faxing infrastructure is to a fully hosted cloud-based fax service for all the platforms. This approach will free up your firm’s IT staff and increase productivity and save time by eliminating the need of to and fro from the physical fax machine to their desk, etc.
For such a service trust no other than industry leader iFax enterprise. iFax lets you use fax services using your smartphone, tablet or computer making it your business’s necessary tool for all the faxing solutions. With HIPAA & GLBA compliant, iFax allows your employees to securely start sending and receiving faxes instantly from anywhere. With iFax online fax service, not only the setup process is simple and handy but also your business can get rid of the conventional fax machine and other related accessories such as fixed phone lines, re-ordering ink, toner and paper, etc.
With iFax you get customizable cover page template options, integrated document scanner and supports all major image formats. All your faxes are automatically saved and your office staff can easily connect to the cloud storage platform and upload from web, email or desktop computers. iFax can provide your organization with a complete protection and peace of mind if any such e-discovery requests arise from your client.