As sharing information online grows exponentially, businesses are recognizing the benefits of document sharing among employees, departments and divisions. The sharing of business files offers many advantages to businesses that result in a more productive, efficient and cost-effective workplace.
Project Development and Management
Businesses have objectives to complete such as getting more clients, increasing sales, buying a subsidiary or any other number of goals. To successfully achieve these goals, projects are planned for the purpose of initiating and completing these goals. In many cases, a project manager is assigned to work on a particular business objective. The project often involves a team of employees that may come from one or more departments or divisions. To keep everyone on the team informed about the progress of the project or to collaborate on a file, document sharing is an easy way to distribute the necessary information to employees, executives, and even clients if necessary. The sharing of relevant information is crucial to business success.
Document Sharing and Storage of All Media
One important benefit of document sharing is that you can share a wide variety of documents. While many people immediately think of Microsoft Word documents, document sharing also includes spreadsheets, flow charts, PDF files, PowerPoint presentations, video files, pictures and graphics, and audio files. All of these types of documents may be necessary for the completion of a project or business deal.
It is also important for businesses to be able to share and store large files. Emails may limit the size of a document you want to send, but with document sharing services, file size is never a problem. You can send an unlimited amount of data. Another necessary aspect of document sharing is document storage of all media types whether text, audio or graphics. You need a large amount of space to store and access all of the shared information. By using a robust document sharing service, you can safely and securely store all your shared business documents.
Time Management and Cost Savings
By sharing documents online, you save time during hectic business days. With document sharing you no longer have to hire messengers to deliver packages locally or use FedEx to deliver documents across the country or around the world. You can get the important documents into the hands of your recipients a lot faster. Also with online document sharing, there are no postage costs so you also save money.
Ease of Sharing Information
Technology has made it possible to easily share large files online. Email is no longer as popular as it once was because of problems with spam filters or the size of files. In many situations, the recipients never get the data. This is no longer the case with files sharing services that are incorporated as part of eFax® (you can not only fax, but send large files up to 1 GB). Document sharing is now far more reliable. You know that your files will get to their intended target. You can also track the delivery of the documents. Sharing documents is very easy to learn.
Discover more information today about sharing documents via large file-sharing or sending online faxes, when you sign up today for a free 30-day trial with eFax®. During this free 30-day trial, you can try our Internet faxing services for document sharing to discover all of the useful features you’ll receive for your business.
With online faxing, you can share documents with anyone, at any time, from anywhere. Unlike traditional faxing, online faxing transmits faxes via the internet: meaning it only takes a few seconds to share your document.
As each online faxing service is unique, they all have different document sharing capabilities. Let’s take eFax as an example. With eFax, you can share up to 10 files per fax, with each file containing multiple pages. eFax supports all major computer file types, including PDF, TIFF, DOC, PNG, PS, PSD, MOV and MP3 files. eFax’s faxing system also features large file transfer up to 3GB. eFax’s online faxing system doesn’t just limit one recipient, either. Documents shared with eFax can be sent to multiple recipients simultaneously, including recipients located internationally.
As online faxing is a more robust technology, its capabilities are currently far greater than email. On average, email servers can transmit files 10MB – 25MB per email, which pales compared to online faxing. As online fax providers have designed their systems specifically to share large documents, online faxing is the cheaper, faster and more efficient choice for businesses.
Document sharing through online faxing is extremely secure. When you share a document via online fax, your online faxing provider encodes your document with Transport Layer Security (TLS) – the successor to Secure Sockets Layer (SSL) encryption. TLS encryption your document’s contents before transmission. After your documents reach their recipient, TLS encryption decodes your document with a unique cipher.
TLS encryption is a secure and safe form of document protection. If someone intercepts your document during transmission, TLS ensures that the contents of the documents are unreadable – keeping your private information away from prying eyes. There is also another advantage to using TLS encryption. TLS encryption transmits your document with a digital certificate, ensuring your faxing service that no one breached your document’s security.
As online faxing services have specifically engineered their systems to keep your documents safe, your service provider automatically stores your documents with cloud-based storage. Storing your documents in the cloud is safer than storing documents on your computer or offline, as only people with access to your device and online faxing system can find your faxes.
Online faxing has a greater file size transfer capability than email. Depending on your email provider, you can send 10MB – 25MB per email. This file size capability is adequate for sending short PDF and DOC files but falls short for other file types. Although most email service providers support JPEG, PNG, MOV and MP3 file types, the file size limit makes transmission of these files tricky at best.
As online faxing is engineered specifically for document sharing, its capabilities are usually better – though this depends on your online faxing provider. For example, eFax allows you to send up to 10 files at once as well as fax files up to 3GB with Large File Transfer. Each fax transmission you make with eFax can reach multiple recipients, even internationally. eFax also supports a wider range of documents, as you can send PDF, TIFF, DOC, PNG, PS, PSD, MOV and MP3 files.
As the document sharing capabilities of online faxing are up to 3GB and email’s capabilities are up to 25MG, online faxing is the superior form of document sharing.
As online faxing transmits faxes via the internet (not old fashioned ISDN/ PSTN fax lines), document sharing is extremely fast. On average, online faxing providers transmit a single-page document in less than 60 seconds. During the first 10 – 30 seconds, your online fax provider <a href=”https://www.efax.com.au/blog/fax-for-pharmacists” target=”_blank”>encodes your fax with Transport Layer Security (TLS) encryption</a> and validates your recipient’s fax number. Then, it takes your service provider 20 – 30 seconds to transmit each page. Finally, it takes another 15 seconds for your online faxing provider to confirm that your fax has been received and send you a confirmation message. For comparison, it takes an average of 2 – 15 minutes to transmit a document via ISDN/ PSTN fax lines.
As online faxing transmits documents via the internet, the transmission process is much faster than sharing documents through a physical fax machine. Naturally, if you have a high-speed internet plan or live in an area with good telecommunications infrastructure, your individual document sharing speeds will be faster than average. Speeds will also improve across Australia in the next decade, as the 5G network is rolled out nationwide.