You have invested in a ECM/EIM solution to be incontrol of how your content is managed in your organisation. Why would you allow plain paper fax machines and MFP devices, to escape from this strategy?
6. 6
Result or start for Business activities
Purchase order
Invoice
Shipping Documents
RMA
Maintenance
Insurance claim
Credit Apps
Loan Apps
Claim Forms
Mortgage Apps
7. 1 Fax – Record of Compliance
2 ECM Suite –do?
What do we When does Fax come to play
3 Conclusion
8. 8
OpenText Fax Server, RightFax Edition
A simple way to manage and
automate your organization’s
faxes electronically
Fax Server,
RightFax Edition
1. Data Capture 2. Document Assembly 3. Document Distribution 4. Reporting, Tracking
9. 9
OpenText Fax Server, RightFax Edition
3.4. Document Assembly
2. Reporting, Tracking
DocumentCapture
1. Data Distribution
& Monitoring
Fax Server receives
Delivered to recipient via
Data rendered into
multiple and from many
information redundant
Delivery confirmation,
electronic image
applications and MFP’s
tracking, methods
delivery reporting,
audit-trail
1. Data Capture 2. Document Assembly 3. Document Distribution 4. Reporting, Tracking
10. 10
Fax & Content Server
Send & Receive fax
Long term storage, retention and disposition.
OCR (find on content)
Workflow (BPM)
20. 20
SharePoint & Fax
Automatic delivery of faxes as document images with metadata in SharePoint.
Notifications via alerts and RSS feeds.
Available for OCR, routing and workflow business process automation.
29. 29
Challenges of Traditional Fax Platforms
$500 to $1,000
$200
$500 to $1,000 Costs and Considerations:
Must add costly Fax kits to MFP devices
$200
Need to run phone lines to all Fax devices
$500 to $1,000
Limited/no ability to integrate Fax into VoIP
network
$200
High IT management costs and overhead
$500 to $1,000
No consolidated audit trail or history
$200 No centralized control of Fax activity
$500 to $1,000
30. 30
Consolidated to Fax over IP !
$500 to $1,000
$200
$500 to $1,000
$200
AUTHENTICATION ARCHIVING & SEARCH MANAGEMENT
$500 to $1,000
$200
$500 to $1,000 RETENTION
$200
$500 to $1,000
DISPOSITION
31. 31
RightFax MFP Integration
Eliminates inefficiencies by consolidating faxing with MFPs.
Gives network users convenient access to faxing on the same MFPs they use
daily for printing, scanning, and copying.
Aids security and compliance by providing an audit trail and centralized
control of fax activity – inbound and outbound
Open Text Fax Server provides universal MFP support and covers almost
100% of MFP manufacturers.
Strategic relationships with top manufacturers provides interactive
connectors with advanced MFP integration capabilities
Slide 31
32. 32
Voice over IP (VoIP) / Fax over IP(FoIP)
Analog infrastructure
Consolidate on you CUCM environment.
Central fax number management
Load balancing / Least cost routing
35. RightFax Internet Connector
Fax at the speed of the Internet
The OpenText RightFax Internet Connector service is a brand new way of
faxing that eliminates phone charges and dramatically increases
transmission speeds.
The RightFax Internet Connector extends the capabilities of RightFax 10.5.
It transmits documents over an encrypted Internet connection between two
RightFax 10.5 servers, bypassing the public switched telephone network
(PSTN) entirely.
You can fax at the speed of the Internet with security. The RightFax
Internet Connector uses encryption and inspection techniques to protect
documents during transmission. Documents are transmitted as TIFF files
with the tamper-proofing, privacy, and legal standing of traditional faxes.
37. RightFax Internet Connector
RightFax Internet Connector sends and receives faxes
at a significantly higher rate than typical PSTN…
Num Pages RIC Send Time PSTN Send Time
Cover + 1 16 seconds 1 min, 28 seconds
Cover + 10 25 seconds 6 min, 10 seconds
Cover + 100 2 min, 21 seconds 59 min, 16 seconds
38. Introducing… RightFax Connect
Secure fax communications via the cloud
A hybrid fax solution that sends and receives faxes
through the cloud.
Removes fax telephony complexity by eliminating
telephone lines, fax boards, fax channels, gateways
and complex PBX integrations.
Extends RightFax delivery by ensuring secure data
transfer to and from the cloud.
38
39. What is a hybrid fax solution?
Combines on-premise software with cloud-based delivery
“For today’s CIOs and technology leaders, the cloud
presents an opportunity to rethink the role IT plays in
defining a business’ strategy. Because of its power to
fundamentally change how businesses operate and
compete, the cloud is a game changer for the
enterprise.”
39
42. 1 Fax – Record of Compliance
2 ECM Suite – When does Fax come to play
3 Conclusion
43. 43
FaxConnector features
Manage faxes within ECM
Automatically import faxes
from one or more Fax
Server(s) into Content Server
Able to view full fax history and
fax meta data
Seamless outbound faxing OCR and automatic routing
“Send Fax” button and drop down Convert Fax images into
when browsing documents searchable PDFs
Fax one or multiple documents Full OCR text import
Fax to one or multiple recipients Routing to destination folders
Personal and global address books based on Fax meta data
Support cover sheet texts Routing to destination folders
based on OCR text keywords
44. 44
Benefits: Security and Compliance
Enterprise Archiving Solution
Long term storage for
Records Management
Easily searched and
retrieved directly from
Content Server
Traceable and Auditable Compliance
Searchable Fax meta data Robust Fax security
Complete Fax history archived Management
as part of document data Full control over access of
inbound Faxes
Delivery status logged as audits
Limit or manage outbound
Customizable users and Faxing capabilities
administrators notification Control outbound Faxing
based on document type
46. Thank You
Jaap-Jan Pepping
Regional Account Manager
Open Text International BV
Zuidtoren
Taurusavenue 15
2132 LS Hoofddorp, The Netherlands
Phone +31 (0)23 565 2333
Mobile +31 (0)653447599
Fax +31 (0)23 555 34 10
E-mail: jpepping@opentext.com
Editor's Notes
How it WorksThe RightFax Internet Connector can be used to transmit faxes to a participating RightFax server using standard internet protocols. During the fax transmission process, data is retrieved from a Cloud based database based on the outbound number. If the outbound number is registered with RightFax Internet Connector, the fax is sent directly to the destination RightFax server via the internet.RegistrationTo transmit faxes between RightFax systems, the fax number must be associated with an HTTP URL. This association is defined by registering the fax system with the RightFax Internet Connector Web Administration utility in the Cloud. You must register both sending and receiving fax servers (providing fax numbers is only required for receiving fax servers). The registration is required to track transmissions between servers.Data synchronizationAll registered fax numbers are synchronized with a table in the RightFax SQL database such that a dialing rule can be used to route faxes within the fax server to a new Transport Module. The synchronized fax numbers are stored as encrypted strings to prevent anyone from viewing registered fax numbers. Make use of current RightFax architectureA new RightFax Transport has been created to deliver faxes using the RightFax Internet Connector. To route outbound faxes to the new Transport, a dialing rule is used. This dialing rule compares the outbound number to the list of synchronized fax number. If the rules match, the outbound fax is routed to the RightFax Internet Connector Transport. The Transport Module queries the registration system to get the recipient URL and Public Key used for encrypting the transmission.PSTN FailoverThe RightFax Internet Connector is designed for guaranteed delivery. If an error occurs while transmitting content via the Internet Connector, the fax fails and is transmitted via PSTN during retry.
SecuritySecurity of the transmitted fax is important. RightFax Internet Connector ensures that the original fax is identical to the received fax. Steps taken to assure transmission security:A digital signature of the fax to be transmitted is obtainedThe fax is broken into blocks of data for transmissionEach data block is digitally signed and encrypted. Upon receipt of the block, another digital signature is obtained and compared with expected signature.After all blocks are received, they are unencrypted, and combined to recreate the fax.The digital signature of the received fax is compared to the signature of the sent fax.Any discrepancy will return an error to the fax server resulting in the fax being sent via telephony.
Introducing…RightFax Connect. 100% outsourced fax telephony for your RightFax server.What is it? RightFax Connect is secure fax communications via the cloud for your RightFax server. This solution combines the power of RightFax fax server with the ease of communicating via the cloud. RightFax Connect eliminates the need for any integration with your existing telephony network. No need to worry about the hassle of complex integrations or management of the telephone fax connections – RightFax connect does it for you. Easy and effortless. Secure and private.
RightFax and RightFax Connect is a hybrid solution. This hybrid combines RightFax (on-premise software) + RightFax Connect (outsourced telephony for your RightFax server). This is the perfect option for those organizations that need the enterprise-class capabilities of RightFax and want to remove the complexity of integrating a telephony network with their fax server software.
When you send a fax, either from the web client, FaxUtil Client, an application or network folder, the fax transmitted via the RightFax server (behind the customer’s firewall) to RightFax Connect. RightFax Connect then transmits the fax, via the cloud, to the intended recipient.This process is transparent to the user – meaning: they send faxes via RightFax as they normally would, the fax is sent and received without any additional steps or action on the user’s part. Full audit trail is also available.The entire transmission is protected end-to-end with encryption and security measures to maintain the highest levels of security, privacy and confidentiality. The data is never at rest, only passes through the cloud for transmission.
When you receive a fax, RightFax Connect securely delivers the fax to the on-premise RightFax server behind your firewall, keeping all fax content safe and secure. The on-premise RightFax server then delivers the fax to the intended recipient, either to their email, fax management client or other network location. This process is transparent to the user – meaning: they receive faxes via RightFax as they normally would, the fax is received without any additional steps or action on the user’s part. Full audit trail is also available.The entire transmission is protected end-to-end with encryption and security measures to maintain the highest levels of security, privacy and confidentiality. The data is never at rest, only passes through the cloud for transmission.