Fax Servers Enable Users
to send and receive faxes as easily as emails, using either the same email application or a web-based interface to handle sending the messages
All fax uses the T.30 standard, set by International Telecommunications Union, which handles how a fax call is set up, processed and shut down. A related protocol, T.4, details fax sizes, compression methods and other important aspects. Then there are two fax standards for Internet faxing: T.37, a standard for store-and-forward faxing (like email) which doesn’t support confirmations in all cases, and T.38, a real-time fax standard that uses spoofing techniques to adjust for the timing variances that occur on packet-switched networks (compared with public switched telephone network [PSTN]). Conventional fax servers and FoIP servers offer the same exact capabilities to end users although FoIP servers offer enterprises advantages over conventional fax servers including virtualization, centralization of fax servers, and less expensive disaster recovery solutions.
- Helps enforce, monitor and administer regulatory compliance through a centralized document delivery hub
- Affordable and scalable to fit tightly controlled budgets
- Automates document delivery processes and eliminates error-prone, inefficient manual routines that could breach security and privacy protocols, especially since so many government documents require signatures
- Delivers information over a secure network as a tamper-resistant PDF or TIFF image to reduce opportunities for alteration or fraud during delivery
- Provides encrypted and certified delivery options for added communication security and privacy
A fax server can receive inbound faxes and route them automatically and confidentially to the electronic email boxes of the intended recipients. It can also pre-process the received fax so that receiving a fax and processing its data contents can be in a matter involving minimal human labour. Also, the fax can be put into a workflow where received faxes are sent to particular agents for rapid processing, although we do not include workflow revenues in this report because workflow does not use T.30 and is not strictly fax. Users can send and receive faxes directly from their computers. Fax servers can reduce fax transmission costs by sending non-urgent faxes at off-peak hours and by sending them over the Internet. Fax servers can be used for production fax, where businesses send out batches of documents all at once and every document has different information on it. Production fax handles turnaround documents like invoices and purchase orders. Fax servers can also be used as shared systems in environments that require high volumes of inbound and outbound faxes. Production fax is now becoming a major part of the faxing picture, as it accounts for over 40% of all fax server use. Users also can track the success rates of their faxes. Every fax returns a confirmation or error report so fax servers can provide audit trails. This gives fax an upper hand relative to email as emails can’t confirm if the email is actually received so no audit trail is possible. In addition, businesses can troubleshoot any failures during fax transmissions and potentially take measures so subsequent transmissions won’t fail.
What fax servers do and what fax services do is essentially the same, although differences do exist. For one, most Internet fax services do the basic job of sending and receiving faxes, but some fax services, particularly ones offered by fax server vendors, support all manner of APIs (application programming interfaces) so the services can be integrated tightly with business applications. Only some of the Internet fax service providers support APIs and most of those don’t support the range of APIs that fax server suppliers support. Also, many non-enterprise oriented hosted fax service providers generally don’t offer the same robust integration with applications and MFPs. In high-volume fax operations, fax servers can fax at much lower transmission rates than services can offer. Nonetheless, fax services have become tough competition for fax server companies,bleeding off a percentage of sales every year. The reason for this is that many enterprises have now placed an emphasis on going to the cloud, even if it costs them more money. Compliance regulations are another key driver of growth of the fax server market, intensifying the demand for fax. Sarbanes-Oxley (SOX), the Health Insurance Portability and Accountability Act (HIPAA), the USA Patriot Act, the California Security Breach law, the Securities and Exchange +Commission rule 17a-4, and many other acts are all forcing compliance issues on IT departments, which are often supporting compliance through the use of fax. Fax, unlike email, provides audit trails. Compliance is forcing corporations to track all their messages, make them retrievable, and to secure their confidentiality. In turn, corporations are installing fax servers, document management systems, and replacing fax machines with multi-function devices that can be secured. Compliance is the second-largest driver of fax server sales. The MFP (multi-function peripheral) is also a key driver of fax server sales. MFPs integrated with fax servers have taken over for fax machines in many corporations, largely because of security and compliance issues. Corporations are continuing to centralize fax operations as a way to lower their operating costs, in the process buying larger fax servers and mainly FoIP servers. FoIP servers open the possibility to place servers anywhere on an IP network and be able to serve any PC on the network. Of course, server virtualization is also a factor here. Businesses also cut costs by choosing to send out purchase orders, invoices and other turnaround documents by fax rather than by postal mail. The cost of printing out the documents, folding and inserting them and adding postage costs much more than a simple fax phone call. And by faxing the documents, turnaround time is also greatly reduced. the corporate office and it has reduced their usage, particularly in terms of cover-page faxing which has been almost entirely usurped by email. But email also has a long list of problems that come with the benefits, starting with an explosion of email and simultaneously of junk email. Email also can carry viruses. First and foremost, email doesn’t provide audit trails, a huge advantage for fax where businesses need to comply with regulations. Businesses also have concerns that email causes loose talk so the odds are higher that when sending email, people will attach messages that get the businesses into trouble with lawsuits and e-discovery. With production fax, only documents are sent, without human intervention, so no comments are included.
Hackers can sit on any link between any two routers and pick off emails. All this creates security worries over email and has left a window open for fax to carry some of the most vital messages. Corporations are responding by sending out vital documents by fax. Faxes are almost entirely made up of mission-critical information and companies are turning to fax to send invoices, bills, contracts, and anything that requires a signature. Because fax servers just sent out the document – without human intervention – workers’ assessments of the data in the transmissions are not included. Fax is a document-only transmission mode, which raises its visibility among many IT departments. Also there are no emails that go out with the faxed documents, unlike when documents are sent by email. So lawyers can’t e-discover corporate intentions in the notes that personnel add via email. Digital signatures will eventually obviate the need for faxes to carry signatures. But digital signatures remain used almost exclusively within corporate firewalls. There is not much use of digital signatures on messages that travel from corporation to corporation.
In the end, fax will not go away because of some new technology in the marketplace. Rather, it will be the passing of generations until key enterprise positions are assumed by younger people who lack familiarity with fax. And that assumes that the people taking over those positions will not be influenced by arguments about email raising the possibility of corporate liability.
Banks today are still recovering from the recent economic turmoil. Bankers face a host of challenges as they seek to improve the industry’s health and foster long-term stable growth.
Banks must focus on raising capital, improving their ratios, increasing profits, making cost reductions while rebuilding profits and restoring client trust. All the while competition in the industry remains fierce, banks are adapting to a changed marketplace – one that rewards cost control and risk management, but also offers fresh opportunities for growth. Today, financial services institutions are delivering more and more services—from banking and investments to lending and insurance—and competition is greater than ever, making fast and reliable information access even more important. In addition, heightened regulatory requirements such as Gramm-Leach-Bliley and Sarbanes-Oxley, combined with security and privacy concerns are stepping up the pressure for organizations to more effectively exchange information with clients, regulators and business partners. To stay competitive in this aggressive market, financial services organizations need to deliver information more quickly, improve internal workflow processes and enhance communications security—all while reducing costs and providing superior financial services. Banking leaders also are learning to appeal to a new breed of customers. They are tech-savvy consumers who expect and demand better service and more convenience, including easy access to Web and mobile communication channels. At the same time they need to be responsive to the changing market conditions and future banking environment, and get ready for the increasing demands of customers for convenient banking, anywhere at any time, as well as an improved branch experience.
Connectis Group provides comprehensive, integrated solutions for banks by further streamlining their document process operations with automation enabling them to reduce costs and enhance processes and efficiency, whilst ensuring regulatory compliance and reducing risk.
For two decades Connectis Group has worked with many of the Americas leading banks, combining knowledge of banking markets worldwide with expertise of how technology is best applied to provide real solutions to business issues, delivering sustainable business gain. Our customers include major Canadian banks, including many Tier 1 global banks and financial services centers that are successfully using our solutions to give the best service to customers in the financial markets. Connectis Group clients look toward our technological and business process solutions to assist with converting currently paper-centric workflow to paperless Business Process Automation (BPA). As integrator’s and value-added reseller’s, our software solutions portfolio is a tool kit filled with best-of-breed technology that eliminates the time, cost, and resource consuming processes of data entry, paper printing, paper faxing, paper scanning, paper copying, paper filing, and paper workflow. We eliminate paper documents through Fax software, Automated data entry with OCR technology, Workflow Solution, eForms and Document Management System.
We provide the most trusted method for sending and receiving millions of confidential documents every year. A centralized financial document delivery hub supports full regulatory compliance, and the system also provides tamper resistant document delivery and receipt as well as encrypted and certified delivery options. The financial services industry includes depository institutions, non-depository credit institutions, holding companies, investment companies, brokers and dealers in securities and commodity contracts, and security and commodity exchanges. Globalization, increased competition, stricter regulations, and new market opportunities are all driving widespread changes in the way the financial services operate. As a result, financial services providers are facing new challenges in information security, customer retention, cost control, compliance, and creating new revenue streams.
Enterprise Fax Servers are an efficient, reliable and secure way for organizations to send and receive documents from virtually any application. The Fax Server is a powerful, centralized application dedicated to sending, receiving and distributing faxes over a network. You can compare a Fax Server to an Email Server (MS Exchange, Lotus, etc…) which allows users to send, receive and distribute email messages. Implementing an Enterprise Fax Server allows businesses to dramatically cut costs and improve efficiency versus traditional fax machines. Enterprise Fax Server technology not only replaces outdated fax machines but surpasses their speed, reliability, and capacity. Document traffic flows without the liability of traditional faxing methods. It also goes beyond what your simple fax machine can do with additional capabilities to streamline your business and maximize effectiveness.
Financial Services organizations who deploy Enterprise Fax Servers can expect to witness multiple benefits, including:
- Reduced document delivery costs
- Reliable information tracking and audit trail
- Reduced error prone, un-secure paper handling
- Support Sarbanes-Oxley (SOX) compliance efforts and other regulatory mandates with increased document security
- Measurable Return on Investment (ROI) and lower TCO
- Clear audit trail
- Improvement of document delivery times for shorter business cycle
- Integration into legacy systems
- Improved worker efficiency and productivity
- Provide secure, reliable and timely information to customers, partners, and regulating agencies
- Comply with Sarbanes-Oxley, Gramm-Leach-Bliley, Basell II
- Retain customers in a competitive marketplace Cutting-edge technology
- Create new revenue-generating products and services by leveraging your technology
- Integrate with front- and back-office applications to extend and leverage current computing environments.
If you’re looking for a Document Automation Solution that can provide all the features to manage and process your banking and finance documents? Look no further. Connectis provides a full feature set for processing financial entities, including: Fax software, Automated data entry with OCR technology, Workflow Solution, eForms and Document Management System, document protection, inbound fax archiving and compliance adherence, form processing and many others. We provide automation solutions to process client records, loan and deposit documents, transaction records, statements, remittances, checks, receipts and others.
Healthcare organizations face increasing demands from patients and healthcare providers for high quality care and the payers’ need for cost control. These challenges are compounded by privacy concerns and heightened regulatory requirements.
The same companies are feeling increasing pressure to digitize content, improve internal workflow processes, ensure regulatory compliance of electronic medical records (EMRs), and deliver information more quickly. The healthcare industry is driven by many specialized documents including claims information, lab reports and admittance records. Timely, secure and efficient delivery of these documents is essential for patient-focused and cost-conscious healthcare organizations. Meeting government regulations and initiatives (such as HIPAA and Meaningful Use) that dictate how these communications are handled is also an important consideration.
Connectis Fax server solutions address the challenge of delivering and managing medical & patient related fax documents by providing the tools to electronically send and receive documents from the desktop, automating document delivery from a variety of clinical and back-office applications, and organizing them for quick retrieval and archiving purposes. This provides healthcare organizations with the flexibility to securely distribute virtually any document from any application, using a centralized fax and document management solution. These problems must be solved while reducing costs and safeguarding information security.For Healthcare industry, Connectis Group provides 3 industry leading fax server solutions, OpenText RightFax and FaxCore. We provide trusted solutions for sending and receiving millions of confidential documents every year. Connectis Group has successfully implemented large scale and departmental fax solutions, while insuring a smooth transition process from paper based faxing. The key to the success of these projects has been to insure that a consultative process is employed from the onset of the project, to truly understand the workflow and inherent challenges within each department throughout the organization.
Healthcare clients who deploy Enterprise Fax Servers can expect to witness multiple benefits, including:
- Simple integration with many medical / healthcare industry applications like EPIC, VISTAR VIP SYSTEMS, and NUANCE HEALTHCARE SOLUTIONS, document management and EMR systems allows for fax server systems consolidation, consistent end user experience, and administration
- Automatic inbound digital delivery of medical records, radiology reports, and patient information to various end users and departments, help insure HIPAA compliance
- Save time and money by reducing and eliminating paper, paper handing, and paper-based processing
- API/SDK offering allows users to integrate faxing with any “home grown” application
- High availability, load balancing over multiple systems for fast, seamless systems recovery
- Fax directly from desktop, EMR/EHR, ancillary, and back-office applications
- Eliminate time consuming and inefficient manual processes
- Manage confidential information in a secure, reliable, and electronic format
- Integration with the leading IP-based phone systems like Cisco, Alcatel, Nortel and Avaya
- Affordable and scalable for any size organization and requirement needs; with a fast ROI
Directly send and receive a variety of documents and images across all areas of a healthcare organization, such as:
- Claim status
- Coordination of benefits
- Eligibility documentation
- Health plan premium payments
- Healthcare claims
- Plan enrollment and dis-enrollment
- Referral certifications and authorization
- Physician orders
- Prescription filing information
- Radiology reports
- Treatment plans
- Lab and test results
- Payment and remittance advice
- Purchase orders
Connectis Group has successfully implemented hundreds of fax server and automated document delivery solutions for the country’s largest healthcare systems, medical universities, and radiology firms. Our engineers are certified at the highest level with the product vendors we represent. No project is too large or too small. Contact us today for more information.
Fax documents are considered legal documents. Legal, healthcare, government, financial services and others are reliant on traditional fax, while regulations continue to require a more sophisticated use of the technology. Considering today’s regulatory compliance demands, e-Discovery, greater transparency and the need for faster, more secure business processes, legal departments need to simplify the management of legal documents. Our solutions for legal increase productivity, reduce cost, achieve regulatory compliance and enhance client service. Connectis represent 3 leading Fax brands that are most trusted document delivery and management solutions for the legal firms: RightFax and FaxCore.
For organizations or departments focused on legal affairs, secure document delivery, storage, retrieval and destruction are key. Legal departments have tight requirements around litigation, regulatory compliance, corporate governance and intellectual property, among others. Read Less
Connectis Group works with both international and domestic law firms of all sizes throughout the North America to insure that mission critical faxes are delivered, routed, and archived according to our client’s specifications. Some of our legal firms clients include BeardWinter, LawPro, GeoLease, McMillan LLP, Stewart McKelvey, Dutton Brock LLP.
Key Features many of our Legal Customers rely on include:Read Less
- Automatic inbound digital delivery of crucial fax documents to individual users, partners and/or departments
- Tamper resistant document delivery and receipt
- Encrypted and certified delivery options
- Full integration with Groupwise, Exchange, Lotus Notes, and Citrix
- Cost recapture of all faxing via billing codes and integration with most billing systems
- Least cost routing of faxes between multiple locations
- High availability and redundant system configurations
- Special pricing on the solution including exclusive promotions
- Integration with the leading IP-based phone systems like Cisco, Alcatel, Nortel and Avaya
Law firms appear to be a vertical that eventually will diminish as lawyers turn to email and secure email to move documents. Everyday more evidence comes to light surrounding the risk of non-encrypted email, and the fallout from trusting it for your business communications is splashed across headlines. Yet encrypting SMTP-based email can be time consuming and resource draining, and can make your customer communication interactions unwieldy due to poor usability. To rectify these issues, you need a solution that makes it easier for your business to communicate with anyone, anywhere, and in any format. OpenText Secure Mail provides you enterprise secure mail in the cloud that is easy to use, manage, and integrate into your back end systems. By integrating directly into today’s email programs, your business users will never have to find alternative and unsecured workarounds. Secure Mail can also help you save time and costs by shortening transaction cycles and reducing reliance on IT by removing CAPEX management requirements. Secure email provides you:
- Increase Productivity: Integrate secure email into existing processes and applications including automating the sending of high volume secure messaging.
- Improve communication with external parties: Enable customers and partners outside your network with secure bi-directional messaging ability from any device.
- Increase Security: Protect emails and attachments with enterprise level encryption at rest and in transit along with optional password protection.
- Minimize Risk: Lessen regulatory risk through data leak prevention features and tracking features for audit-ability.
Manufacturers, distributors and other supply chain companies use faxing as a communication too with their customers and suppliers to send and receive documents by fax including statements, invoices, credit memos, purchase orders, order confirmations and shipment notifications. A Fax Server offerings enables the electronic send, receive and tracking and routing of documents, Your supply chain receives their documents by fax, while the provider saves money & time. Connectis represent three leading Fax Brands that are most trusted document delivery and management solutions for the Manufacturing Industry: RightFax and FaxCore.
Key Features many of our Manufacturing Customers rely on include:
- Replaces stand-alone fax machines and cuts toner and paper costs
- Eliminates the time-consuming process of employees printing files, walking to a fax machine and waiting for transmission confirmations
- Allows users to send and receive documents through familiar email applications
- Routes inbound faxes digitally to specific departments or users
- Integrates with your existing front- and back-office applications, including ERP systems, to extend legacy computing environments
- Offers encrypted and certified delivery options for added communication security and privacy
- Provides document tracking, storage, and reporting tools for audit trail of fax communications
- Supports electronic commerce functions
- Sends auto-reports to sales representatives, warehouses and other recipients no matter where they’re located
- Tight integration with Oracle, SAP, Peoplesoft, AS400, and many other products. In fact, we have never found an application we couldn’t make work with RightFax.
National, regional and municipal government agencies send and receive millions of legal and regulatory documents annually. Enterprise fax server solutions provide reliable, secure and document delivery solutions and fax management.
Instead of shuffling paper and getting bogged down by manual processes, you can concentrate on serving the public with courtesy and efficiency. Connectis represents 3 trusted Fax solutions and document delivery solutions, RightFax, and FaxCore. Fax servers document delivery is the most trusted method of sending and receiving millions of legal and regulatory documents every year for government agencies all over the world. A centralized document delivery hub supports regulatory compliance. Fax Server also provides tamper resistant document delivery and receipt as well as encrypted and certified delivery options. National, regional, and municipal government agencies all have intensive document delivery requirements designed to help them enforce, monitor, and administer compliance regulations. Many of these agencies also share a common mission-to serve the public with courtesy and efficiency in a manner that aligns with controlled budgets and remains open to community involvement. Because so many documents require signatures and secure delivery, government agencies of all types and locations need the most reliable, cost effective, and scalable fax server technology possible.
Every Government CIO knows the risk – what happens if we mistakenly release someone’s personal information? Fax machines are a prime source of this information security risk – nobody knows when a document may show up on the fax machine and how many people may see it before it is retrieved by the intended recipient. Enterprise fax server solutions eliminate this risk by delivering the fax directly to the intended recipient. You can even encrypt the fax documents with individual passwords – guaranteeing that only the intended recipient can view the information. Our fax server solutions deliver the most trusted, cost-effective, and integrated solution that helps government organizations to significantly reduce costs. The average government organization pays $30 to $50 per analog phone line connected to every fax machine. By moving to an Enterprise Fax Solution can help eliminate those costs and others from your budget. Imagine reducing your monthly telecom expense by tens of thousands of dollars – and that doesn’t even account for the cost of fax machine upgrades or maintenance or paying for paper and toner.
What Our Customers Say
Connectis has been great to work with. The support team understands our processes and promptly addresses any concerns or issues we have. I found their support staff to be courteous and have deep product knowledgeable which made the implementation a pleasant experience.
M.D. Algoma Public HealthDirector IT
It took a while to find a company that could really implement our document automation needs. We hooked up with Connectis, they’re specialists and took the time to understand our requirements on the first call and put together a license and services package that did the job. I will definitely seek out their advice when I need them again.
M.K. National Bank of CdaProject Manager
Thanks to you & your team for the great & professional support extended during the RightFax Fax over IP project & MFP integration with RightFax. It’s a pleasure to work with a firm which not only understands & manages our requests, but also adds value through knowledge & experience. I must say it’s nice to deal with a company that has such friendly support.
G.G. Spicers CdaRightFax Administrator
Now that TeleForm and LiquidOffice are working together, we’ve been able to transform our traditional paper intensive capture process to an automated electronic one. Key information is automatically read from paper and electronic forms faster and more accurately than we could before, reducing cycle times by as much as 75%. We’re pleased with Connectis’ implementation and support services and the software’s performance and scalability.
A.G. Ottawa Heart Research InstituteIT Administrator
I am writing to just say thank you. We recently purchased FaxCore and are very happy with the results. I spent nearly 6 months trying to find a decent fax solution, and it appears that my search was finally successful. More than that, I wanted to let you know that Jazz was probably the best sales rep I have had the pleasure to work with in years. He went way above and beyond my expectations and made this process as painless as was possible. Your support team was also incredible throughout the trial and install of our production server. So again, thank you for a great experience.
J.T. Commerce MortgageIT Director
Connectis implemented a solution that automated the processing of delivery notices and invoicing. We reduced data entry labor and saved lots of admin time, which we are now able to divert to more productive tasks and have substantial cash flow benefits. The Proof of Delivery automation reduced the number of staff needed, saved us lots of admin time and reduced our risk exposure.
D.D. Parmalat DairiesNational Manager Route Accounting