Hi Tech Fax Backs are Easy
Fax Backs, to most of us they are a real annoyance. Receiving an enema during root canal is preferable to the processing of Fax Backs. Unless they are truly required for an immediate funding situation; their purpose is to do some “quality control” checking of your work. But you have been doing signings for years (some of you for many years) – and your work is predictably error free. Well, let’s be honest; that is not always the case. We are human, the forms are often complex and have areas the require sigs or initials in virtually hidden places. So, they want to “take a look” prior to your shipment – “just to make sure”.
Listen up fellow signing agents, this blog is going to have lots of “meat” and provide a ton of really useful information. Unfortunately, to follow my example you are going to have to spend some money. But, as is often said, “in the long run”, it will payback handsomely. The first aspect of dealing with fax backs is to accept them as having a genuine purpose in verifying our perfection. Look at it that way. Quality control or just plain checking others peoples work is something you do every day. When you cash a check at the bank, don’t you count the currency given to you by a money handling professional? Get over the mental aspect and read on how to make those fax backs quick, easy, and actually become a source of protection for you; really, no kidding. Well, read on; by the end of this blog you will no longer think http://kenneth-a-edelstein.com is full of hot air!
The first item has the big price tag. It is the Fujitsu ScanSnap iX500 Scanner for PC and Mac, it is about $400 from Amazon. It is a magical device. I scans very quickly, double sided (eliminating blank pages), and can process interspersed letter and legal. You just drop in the package. The hopper holds 50 pages, but you can set an option to “wait” for a second feeding and continue. The output of this scanner can be a PDF. Ready for a “biggie” – the resulting PDF is formatted to print both letter and legal! Thus the PDF that you ship back is exactly the same PDF that you received. The only difference is that the PDF that you email back has the sigs and initials and will print on both letter and legal – exactly as it was sent to you! Now you have an exact copy of the documents you will be shipping, and, at a later time; can see exactly what you sent. Note: mine is USB connected to my Win 7 PC. It will also connect to a PC via WiFi – without any wires!
That’s great, but they are insisting that you FAX, not email the file. That is a silly requirement; but one that you can easily meet – without a fax machine. Just sign up for the Efax service. It cost about $170 a year. They give you a dedicated fax phone number – that saves monthly phone charges (which would probably cost more annually than their charges). An incoming fax can be automatically converted to a PDF and mailed to the email address of your choice. The FAX number on my business card is my Efax number, and it has been for many years. I can pick up FAXed edocs at any Kinkos, just by logging into my email. As to outgoing – just fill in the screens and attach the PDF that was created by the above scanner and specify the FAX number to receive it.
The Efax system will automatically “Un-PDF” the attachment and send it just the way you would want it to. You get a receipt and proof of transmission, the same as if you had sent that PDF by email.
So should we now do fax backs at no extra charge? Of course not. The ones gaining the benefit of this technology are going to pay the bills. You are not going to be schlepping that scanner with you – if you really want to they offer a rather nice carrying case…. However in the real world what we have is an extra trip fee. You still have to go home to feed the docs into the scanner. Take care to not feed in staples. You will have to have a procedure to process documents that have a loose ack attached. Perhaps scotch tape it (but no tape into the machine). In any case that page will have to be scanned twice so the underlying document is not obscured. If you don’t attach it, but just have it “in stream” it will feed and become a separate page!
As promised this blog entry has a lot of “meat” and some of my processing methodology. I REALLY want a lot of comments posted about this blog! If only a few respond that would tell me that this type of information is dull and not worthy of your time to post a comment. Using the iX500 and Efax turns a chore into a speedy and profitable delight; with a file to prove you did it right! Now, not later PLEASE post a comment to this blog.
(1) Fax backs are for signing services to inspect your work just to be sure!
(2) Fax, but don’t email? What about scanning & sending the docs back!
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