Within many industries fax remains a critical component of a company’s core business practices, primarily governed by the fact that a fax is considered a legal document. Industries such as healthcare, government, financial services and legal are reliant on traditional fax, while regulations continue to require a more sophisticated use of the technology.
Considering today’s demands for regulatory compliance, eDiscovery, greater transparency and the need for faster, more secure business processes, legal departments are always looking for ways to simplify legal document management. Connectis Group understands the unique needs of the legal industry and provides solutions that increase productivity, reduce cost, achieve regulatory compliance and enhance client service. Connectis represents FaxCore for trusted document delivery and management solutions for the legal firms. For legal organizations or departments focused on legal affairs, secure document delivery, storage, retrieval and destruction are of paramount concern. Legal departments have tight requirements around litigation, regulatory compliance, corporate governance and intellectual property, among others. Connectis Group understands these demands and ensures binding documents and sensitive information is secure from unauthorized viewing and is safe in the unfortunate event of a disaster. Fax Server provides the most trusted method of sending and receiving millions of confidential documents every year. A centralized document delivery hub supports fully regulatory compliance, and the system also provides tamper resistant document delivery and receipt as well as encrypted and certified delivery options. Fax servers can send and receive millions of confidential documents every year. Centralized document delivery hubs can support full regulatory compliance and also provide tamper-resistant or encrypted document delivery and reception. In law offices, one key requirement is the ability to charge back clients for every fax sent on their behalf. With fax machines, this means printing out reports which have client identification numbers referenced for each fax. Then, someone has to go through all the printouts and manually sort out all the charges to every client. The process is made much simpler with automated logs from a fax server. Here, the charging process is much simpler because data can be moved from the log to a spreadsheet program where it can be sorted by client. So the logs that fax servers provide offer a key benefit compared with fax machines. Also, fax has traditionally been heavily used in law offices to send signed documents to the courts, to other parties in lawsuits, and to lawyers in the firm but out of the office. Here, it is critical that every fax is tracked so the law firm knows whether a fax has been sent or not. So, once again, the automated logs of fax servers are critical. Also, having mobility options may be crucial so that mobile lawyers can receive faxes wherever they are. Our our Fax servers offer the capability to receive faxes on Blackberry phones or iPods.
Encryption and certified delivery of sensitive documents can be sent with Open Text RightFax using encrypted or certified delivery options that keep information private and secure. Legal firms and departments within an enterprise need this capability to ensure documents are kept private and secure and help ensure regulatory compliance. Sending Documents via Certified Delivery When a user sends a document via certified delivery, the document is not sent directly to the recipient. Instead, it is sent to the organizations Fax Server certified delivery Web site called Fax Server Secure Documents. The recipient receives an email message that indicates a certified document is available, with a link to the Fax Server certified delivery Web site. All first time visitors to the Fax Server Secure Documents Web site must create a password upon access to the site. Each subsequent time recipients visit the site they must supply the password. Certified document recipients can change their passwords at any time. Fax Server stores the history of each certified document so users can track when the document was sent, when it was retrieved by the user (or if it was not retrieved), and when each attachment to the certified document was viewed. Sending Encrypted Documents When an encrypted PDF document is sent, the recipient receives an email message with the document attached as a PDF file. Users can select to password protect the document so that the recipient is required to type in the password in order to open and view the document. The recipient will be prompted for this password each time the file is opened. When receiving encrypted documents for encrypted PDF files sent via certified delivery, the recipient must log on to the Fax Server Secure Documents Web site and download the file. The recipient must enter a password for the PDF file to gain the permissions established for the file. For encrypted PDF files sent via email, the recipient receives the PDF as an attachment to an email message. The recipient must enter a password for the PDF file to gain the permissions established for the PDF file. Document Traffic Reporting Fax Server stores detailed information about each sent and received fax. The Fax Reporter administrative utility organizes and presents this information for reporting and billing purposes.