Insurance Industry Document Management Needs Met by MyFax Internet Fax Service

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Online fax service offers easy method to archive important papers while ensuring privacy and reliability.

While a totally paperless office simply isn’t possible in the insurance industry, being ‘digitally-centric’ is and MyFax fits that goal perfectly.

Despite the perception that we live in an e-mail world, the reality is that much of the information exchange between insurance companies and agents/brokers is still transmitted via fax. This onslaught of paper often creates a document management nightmare on both sides as organizations are forced to scan hundreds or even thousands of faxed pages in order to store them electronically in their document management systems.

MyFax Internet fax service eliminates this time-consuming process while improving efficiency and lowering costs by allowing insurance professionals in virtually every segment of the industry to safely and effectively send, receive and digitally store faxes using an email account or the web. Whether working in an office of one or hundreds, MyFax communications offers a markedly more efficient, less expensive alternative to traditional fax machines that only add to document management issues.

“As with all insurance companies, we needed to archive all sorts of information, such as claims, declarations, photos, pictures. There’s a huge amount of documentation with any policy,” says Geoff Belair, Director of Information Technology for Westland Insurance, a habitation, commercial and automobile insurance broker headquartered in British Columbia. Belair oversees proprietary enterprise software and archiving systems supporting 22 locations throughout Canada. “While a totally paperless office simply isn’t possible in the insurance industry, being ‘digitally-centric’ is and MyFax fits that goal perfectly.”

Because faxes are transmitted and received as electronic documents rather than on paper, they are already in a format that is compatible with virtually all document management systems, including proprietary ones. Insurance professionals and administrators are able to store every fax either on the user’s PC or on a password-protected network server. This assures that there is always a copy of important information archived securely.

“Now, with MyFax integrated into our system, our employees are more productive, more efficient and much less error-prone,’’ adds Belair. “If the fax is sent, we know the document is archived.”

Even busy agents who are out of the office may receive, review and fax back important documents to the office, insurance company or to a potential insured, all from their PDA. With no hardware or software to install, business capital expenditures are reduced, with a savings of 85% on upfront costs and 34% on ongoing monthly costs versus a conventional fax server.

MyFax also offers advantages in the areas of privacy and security. Traditional fax machines pose risks in these areas as documents often sit idly on shared fax machines for minutes or even hours, exposed to anyone who walks by. With e-mail and web-based faxing, incoming faxes are sent directly to the intended recipient, ensuring confidentiality and helping organizations comply with privacy regulations.

"Particularly with the advent of SOX and HIPAA, MyFax answers industry’s business needs in ways that aren't possible with traditional fax services,” says Joseph Nour, CEO of Protus IP. “Regardless of whether you are a sales agent or customer service representative in a large company, or an insurance broker working alone out of a home office, MyFax offers a secure environment with a simple solution for archiving a multitude of paperwork.”

In a review of Internet fax services, PC Magazine rates MyFax the best value for price of industry competitors. MyFax is available for only $10 USD per month or $110 USD per year. This price includes 100 outbound pages and 200 inbound pages per month. Volume pricing is also available.

About MyFax

MyFax is an Internet fax service provided by Protus IP Solutions. Protus IP Solutions – a high-growth application service provider – offers value-added Internet fax communication and voice messaging services to businesses around the world. Since Protus was established more than 8 years ago, customers within the finance, insurance, real estate, pharmaceutical and retail industries have trusted their outsourced communication needs to our reliable service. We manage 600,000,000 faxes per year, we deliver 300,000 pages per hour, and we dial 320,000 calls per hour. On-line Internet fax services targeting Personal, Small Business and Corporate users are sold under the brand name MyFax. Protus solutions are sold both directly and through a network of worldwide partners, including major service providers. Additional information is available at or

For more information, please contact:

Sue Rutherford, Protus IP Solutions Inc.

(613) 733-0000 x 519

Tracy Shryer, Tech Image

847-279-0022 x230


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Sue Rutherford
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