Faxes are still needed for certain situations like sending sensitive documents, but are otherwise infrequent events that can cause stress. The University of Waterloo currently offers fax services through a telephone fax number and Xerox multifunction printers connected to a Xmedius fax server over the university network. Connecting more departments' fax machines to the fax server instead of phone lines could save money while still allowing faxes to be sent and received via email.

1. Some people think of faxes in the same category as…

2. But Faxes are like umbrellas…
• You don’t think about them until you need to use it
• A client’s need to send or receive a fax usually
• comes out of no where
• can be a rare event
• has time constraints
• may contain personal sensitive information
• Driver’s license
• Credit card
• Medical forms
• = stressful event

3. Who at UW Faxes
• Medical – School of Optometry, Counselling Services
• Housing work orders to Plant Operations
• Procurement – Hylafax server
• Departments with their unique advertised fax number
• Faculty/staff attending conferences
• Government
• Individuals submitting applications, papers…

4. Current UW Solutions
• https://uwaterloo.ca/information-systems-technology/services/fax-
services
• Receiving fax from Telephone Services Fax tsfax@uwaterloo.ca
• Attachment will be a .tif
• Lots of spam and phishing messages that appear to be fax notices

5. Xerox WorkCentre

6. Xerox WorkCentre
PBX Private Branch Exchange

7. Xerox WorkCentre
PBX Private Branch Exchange
Dedicated phone line and number $35/Month

8. Xerox WorkCentre
PBX Private Branch Exchange
Dedicated phone line and number $35/Month
IP Network Cable
UW Network

9. Xerox WorkCentre
PBX Private Branch Exchange
Dedicated phone line and number $35/Month
IP Network Cable
UW Network
Print Server

10. Xerox WorkCentre
PBX Private Branch Exchange
Dedicated phone line and number $35/Month
IP Network Cable
UW Network
Print Server
XMediusFax Server

11. Xerox WorkCentre
PBX Private Branch Exchange
Dedicated phone number $10/Month
IP Network Cable
UW Network
Print Server
XMediusFax Server

12. Windows Xmedius Fax Server Solution
• If a department has a Xerox MF fax machine with a dedicated fax telephone
line you can save them money by reconfiguring MF to use Xmedius Fax
Server and have phone line disconnected
• Fax button on MF no longer operational, but email option viable
• Faxes can be delivered to the MF device, shared folder or email account
• Recommend not automatically printing faxes but rather sending them to a shared
email account – 2%
• Email based – supports following attachments: HTML, PDF, DOC, DOCX,
XLS, XLSX, WPD, RTF, TXT, PS, GIF, JPG, BMP, TIFF
• Web user console: https://sagemcom-fax.private.uwaterloo.ca/fax/
• New version shortly
• Immediate fax delete
• More user console options