Office fax machines

Central or personal, hard or soft?

There are dozens of quality fax machines on the market. But before considering any of them, there are decisions to make. Should you get one that attaches only to your computer, or is it better to have a central fax system? Do you even need fax hardware, or should you use software on your own computer?

Part of the decision hinges, of course, on whether you have more than one worker in your office. There's less point in spending extra money or time to have a separate fax machine when only one person will ever use it.

But even if you are a one-person office, you still need to consider whether to invest in extra hardware at all. One alternative option is to use the equipment attached to your computer, along with software to send or receive faxes.

The pros and cons of this alternative are easy to list.

For sending a fax of a document stored on your computer, it's ultra-easy to use your existing phone line or Internet connection to ship it anywhere. Most Internet connections allow you to integrate a phone line if you use it to send or receive faxes. Software and sites are not hard to find to use web-based software to send a fax almost as easily as you would an email.

But, for sending, that assumes you already have the document stored in the form of a file on your computer. If you have to fax a hardcopy document the situation can get a little more tricky. A scanner can easily overcome that problem, though. If you have one, attach it to your system and scan the document. Then you're in business just as before.

Receiving faxes is as simple as plugging your phone line into the modem built-in to your system and configuring software that comes with the operating system. If you need a hardcopy, you can easily print any received fax on your personal printer.

If you don't already have a scanner or perhaps even a printer, though, the decision requires a little extra thought. In those cases, it may well be worthwhile to buy a separate fax machine. Models that combine printer/scanner/fax/copier features are perfect for this purpose.

That leads to the decision of whether to centralize. For an office with only two computers on a small network, it may still be less expensive (and simpler) to attach the fax to one or the other. For an office network with multiple computers it often is simpler to centralize. That means using either a network-attached fax machine or a standalone model.

Building one central server that provides printing, faxing, Internet and other services requires only modest expertise today and a modest additional investment. It can be used as a backup server as well to store documents that are saved, sent and received.

For many, the use of a standalone fax machine (sometimes in a fax/copier/scanner combination) remains the best option, though. It's ultra-easy to implement and use and requires only a phone line to operate. There's no need to install, configure or learn any special software.

Which approach to faxing is best will vary, of course, with personal circumstances. Give some thought ahead of time to your solution and you'll be free to give almost none to it later on.