Companies today are under pressure to improve bottom line performance by improving the efficiency of the document workflow. They also face significant challenges in integrating competing standards, optimizing document integrity, service level agreements (SLAs), adding value to documents with color, managing multi-site and multi-vendor environments. It can become real easy to overlook mission critical functions such as faxing as IT staff focuses on other what seem to be higher priority initiatives.
With our revolutionary 360 assessment methodology we leave no stones unturned when evaluating workflow; including the importance of evaluating your faxing technologies and workflow methodologies used for transmitting, routing, archiving and audit trails of your faxed documents.
When it comes to transmitting fax documents in today’s business environment there are increased pressures on organization to be in compliance with regulations such as HIPAA, PCI and SOX. Businesses are also challenged with addressing increased security requirements to protect its’ most valuable asset beyond its people; its’ documents.
The key to improving your document workflow is an extensive portfolio of tools that will accelerate your business with a custom-blended, streamlined solution created to fit your unique business requirements.
Our Workflow Solutions including our industry leading XMediusFAX On-Premise and XMediusFax Cloud solutions are designed to help you in three ways: keep your documents compliant and secure, manage your entire document workflow infrastructure and enable innovative applications that make your document environment more efficient. Let’s not forget we can help reduce your cost of faxing up to 40% especially if you are currently using analog lines for your faxing and VoIP for your phone system.
Many of these are related to advancements in network infrastructures. For example; by converging voice, video, and data communications across advanced IP networks, businesses are transforming methods of interaction with their customers, vendors and partners, all while lowering the overall cost of ownership across the board.
Videoconferencing, instant messaging, and even internetwork federation bring people closer together, while centralizing operation efficiencies through use of tools such as active directory, federation, managed services. These new technologies and services offer the potential for greatly enhanced methods across the board communication — including faxing. Despite these advances, many organizations still utilize legacy solutions such as stand-alone fax machines or multifunctional devices to send and receive their most mission-critical information.
Doctors and hospitals exchange patient information, while banks and insurance companies send and receive highly confidential financial information. Lawyers swap discovery material and contract revisions as government agencies distribute and collect forms and other operational information. Logistics companies report shipment progress and disposition while manufacturers receive purchase and faxing parts orders within disconnected supply chains. The truth is that without fax, many organizations would simply shut down.
If you are like most businesses, your company refreshes its fleet of MFDs every three to five years. And when the time comes to do so, you specify that most or all of them be equipped with an analog fax kit, which then requires the provisioning and maintenance of an analog phone line. So while your MFD’s are attached to your network for printing and scanning purposes, each one now represents an island of faxing communication, thus passing up the opportunity to gain efficiencies by leveraging one of your company’s largest investments.
First, you’d eliminate the operational cost of the analog lines, which average between $30 and $50 depending on your C-LEC of choice. And even if you’re running analog extensions from your PBX, you’re still absorbing the cost of maintaining the wiring, as well as the cost of installing and maintaining specialized PBX hardware, analog telephone adapters, also known as ATA’s. By deploying an XMediusFAX On-Premise solution to fax-enable your fleet of MFD’s, you eliminate monthly line charges, wiring costs, and the need for any specialized telephony equipment while fully leveraging IP network.
Another issue associated with fax kits and analog lines is that of compliance and security. When faxes are received and printed on a fax machine or MFD, they are available to anyone that has access to that device. Whether accidently or purposefully, lost or stolen faxes can put your organization at great risk. All regulatory compliance laws including HIPAA, PCI, and Sarbanes-Oxley require a complete audit trail including the entire content of the fax and who sent it. Fax machines and MFDs typically only record transaction data such as the fax number it was sent to, the date, time, duration, and final status. What they don’t capture is an actual copy of the document and the identity of the sender, thus failing all compliance audit trail tests.
An XMediusFAX On-Premise solution can go a long way to insuring your compliance. With our integration to Xerox Devices via our (EIP) Extensible Interface Platform connector the MFD forwards outbound fax jobs to the XMediusFAX On-Premise for transmission. And if you force each user to authenticate to the MFD, we’ll have captured their identity as well. When a fax is received, XMediusFAX On-Premise uses the inbound DID or other data to automatically route it to the designated MFP for printing or deliver it electronically via e-mail. XMediusFAX On-Premise can also hold received faxes securely on the server, where they can be accessed using a web client, or from any machine on the fleet once the recipient has securely logged in. And finally, faxes cannot be individually deleted other than by the policy, which can be set up separately for each functional group within your company. This ensures the fax image and sender’s data is maintained as long as required.
Leveraging Xerox’s Extensible Interface Platform, XMediusFAX On-Premise helps improve your faxing operational efficiency. First, it minimizes the need for training by providing a common, intuitive user interface at any machine in your fleet. Once a user authenticates to a MFD, it gives them access to personalized information such as fax cover pages, phone books, and even speed dial lists. They can peruse sent and received fax logs, and securely print sent or received faxes. Plus, users will be able to enjoy these same powerful features when using PCs, laptops, tablets, or even smartphones.
And finally, fax-enabling your fleet of Xerox MFDs with XMediusFAX On-Premise will provide the greenest faxing system available. XMediusFAX On-Premise is a software-only solution certified on VMware, Hyper V, and Citrix; so you won’t need dedicated servers. As such, you’ll reduce your carbon footprint, power consumption, and cooling need. You’ll also eliminate the printing of junk-faxes, reducing both paper and toner consumption.
Implementing an XMediusFAX On-Premise solution will help your organization . . .
Lower capital and operating costs
Achieve regulatory compliance while improving security
Boost productivity and user satisfaction
Enhance sustainability efforts