Archive for the 'Fax Appliance' Category

Why Faxing is Still Relevant in the 21st Century

By Darin McGinnes

Why would a communication technology that was conceived in the 19th Century and perfected in the 20th Century, still be important today in the 21st Century? The simple answer: faxing is a guaranteed delivery technology that email has yet to achieve. For those of us who work in the industry, this might be stating the obvious. But for the uninitiated, most believe faxing is practically dead, after all aren’t we in the Information Age? My answer: not so fast, as faxing is still alive and well!

Don’t get me wrong, email is a wonderful, convenient, and easy to use technology that for many businesses that relied on faxing in the past, do not need to use it as much anymore. But if you’re in an industry such as medical, finance, legal, or construction, you know that email isn’t good enough when it comes to delivering or receiving important, time sensitive or legal documents. In this respect, one may wonder why faxing is superior to email. It all comes down to the fact that a fax is considered a legal document because the transaction can be confirmed while email cannot.

Let’s look at how a fax is transmitted vs. email.  Email is built upon technology from the internet. It uses packet switch technology, which means it’s unreliable. Not that it’s ineffective, but the sender never knows for sure if the other side received the email as it is sent best effort only. Worse yet, it also could be easily intercepted by unscrupulous types. Faxing, on the other hand, is built upon technology from the tried and true public switched telephone network, the oldest communications network in the world. It uses circuit switch technology, which means that it’s reliable; both parties will know if the fax was sent successfully or not. Also, intercepting a fax transmission is much more difficult. And for those of you who are thinking: what about VOIP? Well, all that’s about is emulating a point-to-point circuit switched phone conversation over the packet switched internet. Circuit switched reliability is still intact.

One may ask if there is a better way to fax. After all, using traditional fax machines can be an unwieldy, inefficient process. Not to mention the difficult, time consuming process of integrating with business applications such as ERP, CRM, or document management systems. My answer to you is the fax server.

Either with an enterprise software solution like Open Text Fax Server, RightFax Edition or an appliance solution like Open Text Fax Appliance, FaxPress Edition, a fax server shields the inefficiency of sending or receiving faxes from the end user. It allows users to conveniently send and receive faxes from the desktop or leverage existing multifunction printers or scanners to send hard copy faxes. Furthermore fax servers seamlessly integrate with back office business applications that allow customers to realize a true paperless office, bringing the clunky fax into the 21st century of technology and convenience.

To learn more, download one of our free whitepapers:

Implementing Fax over IP in your Organization

Network Faxing with Open Text Fax Appliance, FaxPress Edition 


Compliance Considerations with a Fax Server and Document Management Strategy

With heightened demands to secure and retain information for compliance purposes, organizations are under more pressure than ever to closely manage fax communications and document processes. It’s no surprise that the number one driver for replacing fax machines with a network fax server is often regulatory compliance.

Here are some questions to consider when developing your document management strategy to support regulatory compliance initiatives:

  • Are you relying on paper-based document delivery processes?
  • Do you have control over who, how and where documents
    are being delivered?
  • Do you have safeguards in place to prevent information tampering?
  • Are you confident that information is being received by the
    right people?
  • Are you sure that your confidential information is kept private?
  • Do you have an audit trail for your corporate communications?

A network fax server allows senders to fax confidential information directly from the privacy of their computers, right from the application they’re working in. With a variety of configurable, automatic tracking features to satisfy audit trail requirements, the network fax server guarantees that the details of every fax transaction will automatically be recorded, stored, organized and available for auditing purposes at any time.

Businesses are also turning to document management software to replace the manual process of document handling and record keeping with tamper-proof repositories that act as a digital file cabinet. A document management solution creates a trusted digital archive where you can securely store any document type and then find it within seconds – even years later!

The combined integration of these two technologies offers a long-lasting, reliable and robust archive solution that allows users to easily store, search, and retrieve inbound and outbound fax messages and their histories.

We have published a new white paper on document management strategies for businesses today that includes information on compliance and security as well as other benefits from implementing a fax server.  You can download it free from here.

For more information, you can also visit

Cost Saving Benefits from Document Management Strategies

Regardless of industry or size, gaining control of documents is critical to every organization. Ever-expanding government regulations require effective and auditable control systems for all documents and communications – both paper and electronic. Competitive pressures require that organizations become more efficient and responsive in order to survive and thrive. And in today’s economy, many organizations are forced to produce greater results with fewer resources.

Organizations around the globe are facing similar challenges – increase the bottom line, support compliance efforts and accelerate business processes, while at the same time contributing to a greener workplace.

When looking at ways to accomplish this, a solution that addresses the whole information lifecycle may best meet compliance, efficiency, and cost-savings goals, thereby providing the greatest value.

Cost Savings Benefits from Fax Servers and Document Management Servers

A strong focus on cost savings means businesses are looking for ways to cutback. Organizations looking to qualify each and every technology investment will discover that the implementation of a complete end-to-end document solution delivers a transparent and quantifiable return on investment. Did you know the fax machine sitting next to your desk could be costing your company $10,000 over its lifetime? It’s a fact. Consider the cost of paper and other related expenses for that machine. Now multiply that by the number of fax machines scattered throughout your organization. When you add it all up the amount of money could be staggering. Unfortunately, many companies do not realize that each time someone feeds paper into a manual fax machine; they’re also feeding into higher overhead costs. Replacing fax machines with a network fax server enables users to electronically send, receive, track, and manage fax documents directly from desktop, email, and back-office applications. It’s fast; it’s efficient; and depending on your usage, it could add hundreds of thousands – even millions of dollars – to your bottom line.

A document management solution represents significant cost savings for the organization. Eliminating the need for paper-based processing, file storage, printing and distribution dramatically reduces costs in these areas. In addition, a document management solution further lowers costs by reducing the time and resources needed for discovery, audits, litigation and compliance.

By providing immediate access to documents, organizations significantly reduce the time and resources to complete business processes. And in today’s economic climate, that’s a must.

For more information on document strategies, we have published a new white paper available here.

Additional information on the solutions from Open Text Fax & Document Distribution Group is available here:

RSS Open Text Fax & Document Distribution Group

  • SIP Trunking: Part 2 May 14, 2010
    In part 2 of the 3-part SIP Trunking series, we go beyond the simple implementation approach of just providing an IP address and explain the additional work required to get any fax server to interoperate with the SIP Trunk.
  • SIP Trunking: Part 1 May 3, 2010
    Senior Technical Trainer Adam Friedmann discusses Session Initiation Protocol (SIP) and the benefits of SIP Trunks.
  • European Distributor Automates Order Processing with Enterprise Fax and Content Management Solution April 28, 2010
    Cito Benelux replaced manual fax and order processing with an integrated fax and content management solution to automate and optimize order processing resulting in faster, error-free processing, enhanced service and compliance, and the elimination of fax machines.
  • Open Text at Interop, Las Vegas 2010 April 25, 2010
    The Open Text Fax and Document Distribution Group participated in the InterOp 2010 show held in Las Vegas during the last week in April. The event was IT focused with companies representing areas such as computer and network monitoring, VoIP, virtualization, cloud computing, hosting, and security. We had a steady stream of traffic and discussions […]
  • Three Minutes to Install an Open Text Fax Gateway March 31, 2010
    International Technical Instructor Matt Williams, is surprised at how quickly and easily he got an Open Text Fax Gateway up and running after opening the box.