A fax server allows multiple users to send and receive documents through a central system. It uses software and hardware, including fax modems connected to telephone lines or IP networks. Documents are collected and converted to fax format before being queued for transmission. Incoming faxes can be checked against a list of known “junk” fax senders. Advantages include saving paper and toner, immediate availability of received documents, and easier tracking and recording. Fax servers can also use ITU T.38 “fax over IP” technology and internet fax services. Fax server software is available for most common operating systems.
A fax server is software and hardware that allows many users to send and receive documents through a central fax system. Fax software runs on a computer that is often dedicated to faxing activity. Its hardware includes one or more fax modems connected to telephone lines or an Internet Protocol (IP) network. Fax servers are used to reduce costs and improve efficiency by organizations of all types. Some people have built entire businesses by charging others to send, receive and store faxes using their own servers.
Fax server software collects documents to be faxed from multiple users. Often sent via email or uploaded via a web interface, they can be in one of several popular formats. Plain text documents, PDF (Portable Document Format) and common word processing software are generally accepted. Some fax servers also allow users to send documents directly to a virtual printing device. This device then transfers the documents to the server without actually printing them.
Once received by the fax server, each document is converted to fax format and queued for transmission. One of the possible stand-alone or card-based fax modems on the server computer transmits the document. Upon completion, a success or failure message can be sent by email, text message, or other means to the original user.
A fax server also answers incoming fax calls and can check them against a list of known “junk” fax senders. Documents received from the server can be stored in PDF or other common formats. The server can either send a document directly by e-mail or simply notify a user that there is a fax waiting.
Compared to traditional fax, a fax server offers many advantages. No document printouts are required, saving paper and toner. Documents are transmitted as soon as a fax modem is free, rather than when someone has time to fax them by hand. Received documents are available immediately and only to the intended recipient. Usually only one fax server is needed for a large organization, rather than many individual faxes.
Paper jams and skipped pages are no longer a problem with a fax server. Faxes can be tracked and recorded more easily if needed. For maintenance, an information technology (IT) department can assume responsibility for a centrally located server. Automatic fax functionality can be added or enabled in other types of software. A server can also deliver a fax to a UM mailbox instead of sending it via e-mail.
Some fax servers are designed to send and receive faxes directly on the corporate intranet. These use the International Telecommunication Union (ITU) T.38 “fax over IP” technology instead of a telephone line. Internet fax services often provide convenient faxing and document storage for individual business owners. For a monthly fee, a user can have one or more fax numbers in different area codes with no phone lines required. Faxes are stored on a server and uploaded or downloaded as documents via the Internet.
Fax server software is available for most common operating systems. The core software is often bundled with the operating system. More advanced software can usually be purchased from third parties. Some programs are also provided by open source vendors.
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