Fax

October OpenText Live Webinars

Introducing OpenText™ Extended ECM for Oracle® EBS (xECM for EBS) 10.5 SP2. With new features like E-Business Suite 12.2 support, Records Management (RM) enhancements, advanced archiving and our new Manufacturing Management solution accelerator, xECM for EBS is better than ever at synchronizing content, metadata and permissions across both systems. It also provides a deep integration between OpenText and Oracle systems that ensures transactional and business content is consolidated and managed for integrity, cost reduction and regulatory compliance. Join us to not only learn about what we’re doing, but how our customers are using xECM for EBS to accomplish their business goals. We’ll also preview how xECM for EBS fits into the OpenText Blue Carbon project, set for launch at Enterprise World 2015 this November. Register » Project & Program Management for OpenText™ Content Server Thursday, October 8, 2015 at 11:00 a.m. EDT (UTC -4) Project data is growing exponentially, but is often stored out of context or disconnected to project Gantts. Project managers require project management tools integrated with enterprise content, helping the enterprise to optimize Information Governance. Enterprises need a central database for all their project data. Join us to learn more about how Project & Program Management (PPM) for Content Server provides this on your existing ECM system, presented by OpenText partner KineMatik. This webinar will also discuss the latest features available for PPM 10.5.3. Register » Records Disposition Simplified Wednesday, October 14, 2015 at 11:00 a.m. EDT (UTC -4) Driven by actual customer need, the Cassia Records Disposition Approval module (RDA) was built to make it easy for users to sign-off on records as well as to reduce the time it takes for records managers to process the records once they receive the approvals. RDA simplifies the sign-off process for approvers, simplifies records disposition support, simplifies the review process and includes a reporting framework. Join us to learn how RDA can simplify your records management. Register » The Next Wave of Advanced Analytics Thursday, October 15, 2015 at 11:00 a.m. EDT (UTC -4) Are you ready for the next wave of Analytics? Join us for a fast paced Webinar showcasing OpenText™ Actuate Big Data Analytics, Cloud Edition, an advanced Analytics-as-a-Service solution that brings the power of Big Data to everyday business analysts. Learn about the advantages of “Big Data Analytics” in the cloud, including our convenient capacity-based pricing and easy-to-use predictive algorithms. Plus we’ll provide a quick-hit demo of the coolest features and share how easy it is to blend, explore and visualize your data. Gain a top-level understanding of the analytics lifecycle Learn about the emerging requirements for Analytics-as-a-Service See Big Data Analytics, Cloud Edition in action Register » What’s New in OpenText™ RightFax 10.6 Feature Pack 2 Tuesday, October 20, 2015 at 11:00 a.m. EDT (UTC -4) The latest release of OpenText™ RightFax is packed with exciting new features for the user and administrator. Join Mike Stover, Product Manager, as he unveils the new functionality for RightFax that focuses on: User Experience: Designed with the user in mind, the latest release of RightFax includes several enhancements to the end user experience, including newly redesigned tools and additional features. Compatibility: The latest releases of RightFax provide updated and new interoperability between RightFax and other industry software. Enterprise-Grade: OpenText has developed several new improvements that will increase the performance and scalability of the RightFax fax server. These enhancements help increase the productivity, throughput, and workload efficiency in the toughest enterprise environments. Compliance and Security: New features and functionality enhance the security and compliance-grade capabilities of a RightFax server environment. Administration and Use: New functionality makes it easier to manage and use RightFax. New tools allow for managing the environment more efficiently, resulting in demonstrable time-savings for administrators. Register » Increase Your OpenText™ eDOCS DM User Adoption Thursday, October 22, 2015 at 11:00 a.m. EDT (UTC -4) OpenText™ eDOCS DM is a feature rich product with different types of functionality for creating, saving, searching, and interacting with day-to-day content. This OpenText Live webinar session will focus on how you can help your end users get the most out of existing functionality and increase adoption. How often have we heard “it’s the little things that count”? Well, this session will cover some of the basic features that are often overlooked, provide tips and tricks for working with Dynamic Views, more efficient email management using Email Filing, and more. All this will be presented with simplified DM profile forms—making it easier for users to save or search for their documents. Register »  

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Integrating Automatic Capture with Enterprise Fax Deployment Models

When it comes to initiating critical business processes, paper based faxing remains a key driver within many industries. Organizations utilize paper based faxing as a simple, ubiquitous mechanism for transacting business. However they’re also experiencing slow business cycle times that are negatively impacting profitability. In the last blog post we discussed automatic capture technology’s ability to turn incoming fax documents into actionable data. Now many organizations are automating paper-based fax processes to gain greater ROI by integrating automatic capture technology with enterprise fax deployments models including: Cloud fax: a deployment that doesn’t require any on-premises fax hardware, software or telephone connections to transmit fax messages. Instead users send faxes directly from their email accounts or common desktop applications. Cloud fax significantly reduces the cost of procuring and maintaining physical fax infrastructure while driving platform flexibility and scalability: On premises fax: a deployment in which a fleet of fax machines, multi-function devices or fax servers reside on premises, using telephony hardware to transmit messages. On-premises fax software connects with virtually any type of telephone network for secure, electronic faxing and supports very robust integrations.   Hybrid is another deployment option that combines an on-premises fax server with cloud-based transmission. Regardless of the chosen deployment model, enterprise fax software and services are well known input sources that organizations integrate automatic capture technology with. To enhance cycle times further organizations also integrate additional value-added services, like business workflow solutions, to help automate fax message processing from end-to-end. Please visit www.opentext.com/campaigns/intelligent-fax-workflow  to learn more about enterprise fax deployment models and their ability to drive automated fax workflow solutions.  

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Fax-to-Capture: Transitioning from Documents to Data

While today’s worker is printing less, paper documents continue to exist within organizations. In fact, many enterprises are still transacting large amounts of business through paper based faxing. As a result they’re employing workers to manually handle inbound fax documents, and it’s costing a lot of money and time. The US, for example, spends $25-35 billion dollars per year filing, storing and retrieving paper*. Coincidently, this is all taking place in an era that’s trying to emphasize paper reduction. However, automatic capture technology is a proven solution that addresses this. It can automatically accept and interpret fax documents from a variety of different sources – such as fax servers, cloud fax accounts, multi-function devices and fax machines – to text documents or structured data: Fax plays the role of receiver to feed automatic capture technology. This sets the stage for automatic capture technology to intelligently extract information embedded within inbound fax documents, and convert it into searchable text documents and actionable data appropriate for starting a business process. This is commonly known as “Fax-to-capture,” indicating that a fax messaging component is the primary document input source to the capture system. In the blog posts to follow, I’ll cover enterprise fax and automatic capture technology to help illustrate how organizations use the two to automate fax messaging workflow end-to-end. In the meantime head over to www.opentext.com/campaigns/intelligent-fax-workflow for more information on OpenText’s enterprise leading fax and automatic capture products and services.

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Can You Ensure Attendance to Your e-Invoicing Party?

What if you could ensure that all of the guests invited to your party would attend? Considering all of the time spent sending invitations, planning the venue, setting up decorations, and gathering or preparing food, it would be nice if you could guarantee the presence of all the friends and family that you want to be there. There would be no last minute cancellations because of babysitters, illnesses at home, or conflicting events. Although OpenText can’t help get guests to your party, it can provide solutions to ensure that your e-Invoicing project is successful in a similar way. OpenText provides B2B enablement to help your company extend its B2B community and invoice processes to small and medium-sized business (SMB) partners with options for fax, email, web form, and Excel integration. By enabling your partners regardless of their size or capability, you can help your company move toward 100% trading partner participation and ensure success of your electronic invoicing project. Considering the resources and investment made in your e-Invoicing initiatives it’s important to not overlook enablement of your trading partners—ensuring that everyone shows up to the party. B2B enablement is just one of the many components to consider for your next e-Invoicing project. Whether you are looking to improve the invoice processes of your accounts payable, accounts receivable, or both, OpenText can provide the solutions and expertise to help you reduce manual processes, reduce costs, and move toward profitability. Look through our collection of e-Invoicing materials to find out more or reach out and contact us today!

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OpenText Fax Solutions are Off the Hook (Even Hillary Clinton could use it)

Did you catch this exchange between Hillary Clinton and Huma Abedin? Hillary was getting a little frustrated, trying to fax with a fax machine. Huma Abedin: (Subject: can you hang up the fax line, they will call again and try fax) Hillary Clinton: I thought it was supposed to be off hook to work? Huma Abedin: Yes but hang up one more time. So they can reestablish the line. Hillary Clinton: I did. Huma Abedin: Just pick up phone and hang it up. And leave it hung up. Hillary Clinton: I’ve done it twice now. We all hate using fax machines. That’s so old school, Hillary! Electronic faxing is the way to go. Using OpenText fax solutions is so easy, even Hillary Clinton could send a fax from her desktop in less than 60 seconds. Never touch a fax machine again. Someday I will call my son to see why my hover car won’t start. But until then, I’ll be faxing electronically, without fax machines. If Hillary had done the same, the whole world wouldn’t know she doesn’t know how to use a fax machine. Check out the full email exchange here  

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Five Reasons Why Cloud B2B Platforms Contribute Towards Greener Supply Chains

In my last blog, available HERE, I discussed how B2B automation contributed towards developing greener supply chains. I also explained how our cloud based Trading Grid platform was connected to over 600,000 businesses who collectively exchange over 16 Billion transactions per year around the world. In this article I thought I would take a slightly different look at how cloud based B2B environments contribute towards developing greener supply chains. Today’s CIOs are accelerating their deployment of cloud based environments as they offer many operational benefits for companies. For example introducing improved infrastructure flexibility to react to market demands, simplifying the management of global business applications and of course providing improved predictability of long term fixed costs for managing applications. Here is a short video introducing OpenText’s cloud. However as well as these operational benefits, there are a number of green related benefits that are probably not appreciated when a company decides to deploy a cloud based infrastructure.  Companies today have a choice of running on premise, hybrid or full cloud solutions however for the purposes of this blog I will discuss green benefits relating to full cloud based environments.  When companies deploy a full cloud solution they will obtain some significant indirect green benefits: 1. Reduction in paper usage due to the automation of manual based business transactions – Many companies have struggled to encourage all their trading partners, especially those in emerging markets, to exchange information electronically. Instead, many smaller suppliers still use manual paper based processes. For example in China the fax is still seen as one of the main business related communication methods. Also, there are various systems for exchanging shipping related documentation between logistics carriers and across customs and border control agencies. The very nature of cloud based environments means that they are quick to deploy, easy to use and simple to maintain on a daily basis, in other words ideal for use in the emerging markets and help to ensure you can achieve 100% trading partner enablement. The use of web based forms to replicate paper based form content means that even the smallest or least technically capable trading partner can simply enter or view information directly via a web based portal environment. Paper based versions of web forms can still be printed off if required, but in a cloud environment this is more of an on-demand process. Once information is entered via web based forms it automatically gets fed into some form of Software-as-a-Services application hosted within the cloud environment. 2. Lower power consumption requirements due to retiring legacy server and network hardware – This is one of the most important green related benefits that a company can realize by adopting a cloud based B2B infrastructure. Many companies around the world have spent millions of dollars establishing their own in-house data centres or server based infrastructures. From  investing in highly available power supply infrastructures with uninterruptible power supplies (UPS) with diesel generator backups, extensive lighting infrastructures, through to implementing complex networking and air conditioning systems.  When you combine all of these data centre infrastructure related assets together they contribute significantly towards a company’s overall carbon footprint. 3. Less data centre related equipment packaging to dispose of – In-house data centres require numerous servers, storage devices, networking equipment etc and these typically arrive from the IT suppliers in large, over packed boxes containing cardboard, wood, plastic and polystyrene.  Once these pieces of equipment have been delivered, the packaging needs to be disposed of carefully or recycled but some could end up as landfill.  In addition, depending on where your data centre equipment would traditionally be sourced from, the associated 3PL & transportation companys’ carbon footprint would also be considerably reduced. 4. Minimizes travel requirements for IT implementation resources – Many companies have established global IT teams to support their business operations.  However in some cases there may be a need to extend an IT infrastructure into an emerging market such as China or India.  In most cases companies will struggle to secure local resources to both implement and maintain a regional data centre and IT staff from other regions will be flown in at great expense to ensure a new IT infrastructure is up and running as soon as possible. Over the years companies have got use to flying IT staff around the world to support their remote operations, but how many companies have actually calculated the volume of greenhouse gases that have been created travelling to these locations and having data centre related hardware delivered by 3PL providers? 5. Encourages enterprise adoption of low powered mobile devices – The exponential growth in the adoption of mobile devices such as tablets and smart phones, combined with the development of mobile apps to get access to cloud based enterprise resources has helped to reduce the power consumption requirements across the internal and external enterprise.  Up until a few years ago, enterprise resources were accessed through power hungry laptop and desktop PCs.  The introduction of simple to use mobile apps has helped to extend the battery life of devices such as Apple’s iPad. These devices have also transformed how employees work remotely and whilst on the move, ie less battery recharging required.  Another benefit of offering mobile access to cloud based resources is that information is available anytime, anyplace and anywhere so for example logistics carriers can process shipping information in a shorter time, minimizing border control related delays and thus ensuring that shipments reach their destination in a much shorter period of time. If you would like to find out more about OpenText’s Cloud then please click HERE.

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Compliance violations for faxing and Windows Server 2003 users

If your organization or users are still using Windows Server 2003 after July 14, 2015, be prepared for the consequences. Since Microsoft will end support for Windows Server 2003 this month, anyone still using Windows Server 2003 is at risk of a security and exposure breach. Malware and cyber threats can go undetected in unsupported operating systems, which alone is a huge risk for organizations. However, did you know that these risks also put an organization in danger of non-compliance with several regulations such as HIPAA, PCI, Sarbanes-Oxley and others? Running unsupported operating systems, such as Windows XP, might be enough to make the Federal government take a closer look at organizations which are bound by these important regulations. This non-compliance translates to any fax server infrastructure that may be running on Windows Server 2003. If you have a fax server deployed with Windows Server 2003, take a deep breath, and call OpenText. If you need an on-premises fax server running on either Windows 2008 or Windows 2012, we’ve got you covered. Or eliminate the need for any operating system for your faxing by using OpenText Fax2Mail, an enterprise-grade, 100% cloud fax service. We can do that, too. Either way, don’t let your operating system put your faxing operations at risk of non-compliance. For more about the end of support for Windows Server 2003, find more information here!

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Empowering Government with a Digital Agenda

Like private businesses, governments are driven by information. Consider the amount of information associated with a single citizen: a birth certificate, passport, driver’s license, student loans, social security, health-related services, etc. Now multiply that across an entire population. If information is the new currency, then many government organizations are rich—so rich, in fact, that some don’t know what to do with this wealth (of information). The rate at which governments can effectively use their information as an asset is impacted by departmental or application silos. As illustrated below, information that should flow securely and effortlessly across departments, partners, and citizens is often disconnected and processes are fragmented. When this happens, governments don’t have a consolidated view of their information, which means they don’t have an accurate view of their resources, projects, or citizens. The result? Agencies work harder, not smarter. A digital agenda helps government organizations optimize their performance, without compromising governance and security. As part of implementing a digital agenda, digitizing information and processes is a critical first step. It lays the groundwork for collaboration and agility by removing silos that can hamper access and productivity—allowing information to flow freely across departments. Digital transformation requires coordination and collaboration across departments, sectors, jurisdictions, and policy domains; a host of changing relations and communication patterns; and a shift to citizen-centric service delivery. Implementing a digital agenda is critical. Broadly speaking, a digital agenda consists of three phases: Overhauling operations to improve efficiency and profitability. Agencies must reduce costs and increase competitiveness by digitizing their information and processes. Bringing agility into business processes to quickly adapt services and operations. Information processes and platforms need to be relevant for digital citizens, a new workforce, and emerging technologies. Delivering new services to citizens with continuous collaboration and innovation. Efficiency hinges on increasing the speed of information delivery through integrated systems and across projects. Many governments are making great strides in mandating the adoption of a digital strategy. Here are some examples of digital transformation at the federal level in government agencies in the U.S., Canada, and Europe: The U.S. Department of Justice (DoJ), Office of the Federal Detention Trustee (OFDT) has the typical mandate to do more with less. Their average daily population exceeds 55,000 prisoners in federal custody with an annual budget of more than $1 billion. Improving time and cost savings across the organization is paramount. By automating administrative activities like prisoner designation, OFDT has eliminated manual, paper-based processes and the use of outdated file-sharing methods (fax, postal mail and FedEx), at a projected cost-savings of $38.8 million. A Security Enterprise in the U.S. Department of Defense (DoD) relies on an e-government process automation solution to improve its performance. The automated, collaborative nature of this solution enables the agency to efficiently manage 4,000 Foreign Military Sales (valued at $49 billion) while effectively fulfilling its mission and characterizing its motto: “Strength in Cooperation”. CIZ (Centrum Indicatiestelling Zorg) oversees the Dutch Ministry of Health, handling over one million cases a year and supporting over 18,000 users. Challenged by a lack of business process control around the handling of cases combined with siloed data (spread across 17 databases), CIZ implemented an integrated case management solution so they can adapt more quickly to changes in legislation. By digitizing key processes, CIZ has been able to meet their target of processing 100 percent of their cases, reducing costs and increasing citizen satisfaction. Transport Canada works with over 50 partners (including Crown corporations, port authorities, and airport authorities) to ensure a safe, secure, efficient, and environmentally responsible transportation system. Fulfillment of their mission is based on timely and informed decision-making. Transport Canada relies on a combined information and records management solution to enable collaboration with all stakeholders, including citizens. Through digitization they have consolidated more than four million records in a single library, bringing together 5,200 users across 117 sites—the largest single library deployment in the Canadian Public Sector. In a Digital-First World, governments will have to support digital business models with new processes. Whether by design or by decree, government organizations will be required to build an e-government infrastructure that digitizes information-based processes. In doing so, they will unlock the potential of information to empower both public servants and citizens, and improve their ability to govern in the process. Agencies around the world are already reaping the benefits of an integrated digital agenda—such as increases in productivity and revenue that amount to cost savings in the millions of dollars; easier access to information through complaint, standardized IT infrastructures; decreases in costs and inefficiencies with automated processes; and improvements in citizen relationships and satisfaction through innovative services. It’s evident that the rewards far outweigh the effort. And the technology is available. You can read all about how governments around the world are implementing digital agendas in my book e-Government or Out of Government. 1. Paul Tellier and David Emerson, “Seventh Report of the Prime Minister’s Advisory Committee on the Public Service,” Clerk of the Privy Council, March, 2013: http://www.clerk.gc.ca/eng/feature.asp?pageId=314 (accessed December 2013).

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OpenText is Accelerating Healthcare Interoperability at HIMSS 15

We can’t wait to go to HIMSS 2015 in Chicago. As the event for technology and innovation in healthcare we couldn’t think of a better place to preview our latest fax solution to help healthcare professionals redefine the way they exchange their essential digital information. We know that many organizations rely on integrated, electronic fax as their primary method of exchanging information. And since these fax integrations are the very core of how EMR information is sent and received, changing this process can be very complex. However, there are countless forces driving health care organizations to share health information via Direct messaging to attest to Meaningful Use Stage 2 requirements. But does your organization know how to adopt Direct Project standards? That’s why we’re talking about RightFax Healthcare Direct at HIMSS to show you how leveraging existing RightFax integrations and EMR systems can give you the interoperability you need without the complications.

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Healthcare Data Breach Hits Top Insurer

It looks like the report was accurate. I recently blogged about a Healthcare Informatics article entitled “ Report: Healthcare Data Breaches Expected to Increase in 2015 ”. The article discussed a report stating how Personal Healthcare Information’s (PHI) continued shift towards digital formats will heighten exposure to data breaches. Unfortunately the report might be right; according to an article in Health Data Management health insurer Premera Blue Cross was just hit by a “sophisticated cyberattack.” Premera said hackers may have accessed vital insurer member and applicant information such as names, dates of birth, email addresses, social security numbers and bank account information. Premera is working feverishly to address this “giant hack” however possible. It goes without saying data security is an extremely important compliance issue for the healthcare sector (HIPAA, anyone?). This news only amplifies the fact healthcare organizations must consider successful implementation, as well as consistent assessment, of electronic data security policies a non-negotiable. Depending on the organization, PHI is shared in various ways – regardless of whether it’s by fax, email, or managed file transfer. Each tend to play key roles in the exchange of PHI. In most cases these modes of electronic data transmission have security features like message encryption in-transit and at-rest, Data Leak Prevention (DLP), specialized viewing privileges and much more – all of which drive the protection, integrity and security of electronic PHI. If anything, Premera’s experience should prompt healthcare organizations to vigilantly re-evaluate the quality of their security measures for protecting electronic PHI. To learn more about how OpenText Information Exchange products can help, please click here .

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Over 3M faxes a month can’t be wrong: Hybrid faxing is here!

At OpenText, we pride ourselves on our position as the #1 electronic fax provider for the enterprise. Between our best-selling on-premises solution (RightFax) and our outstanding fax service (Fax2Mail), OpenText is the undisputed leader in enterprise fax solutions. OpenText is ready to add another trophy to the case: Hybrid Faxing. What is hybrid faxing, you ask? Hybrid faxing combines an on-premises fax server deployed with cloud-based fax service to send and receive faxes. OpenText provides the most powerful hybrid fax solution for customers by combining RightFax with RightFax Connect, a solution that is blazing a path across the globe. With no capacity constraints, RightFax and RightFax Connect combine to provide instant, flexible capacity to handle any volume of faxing without congestion, busy signals or delays. And since RightFax Connect utilizes the OpenText Cloud to send and receive faxes, there is no need to implement, manage, troubleshoot or worry about your telephone connections to RightFax. Easy as pie. Hybrid faxing is here, RightFax with RightFax Connect is growing and OpenText is proud to display another market-leading trophy to our case.

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National Signing Day: Fax’s Time Honored Tradition

I thought last week’s National Signing Day for prospective college football players was interesting. Was it because my alma mater secured the nation’s top recruit? No. Well the program at least locked in a Top 10 recruiting class, right? We were close, but no. I bet you’re asking what the big deal is then. For me, what else about National Signing Day is worth getting excited about? Fax. Yes, fax. Fax plays a key role in National Signing Day; high school recruits across the country will use fax to declare where they’ll play college football next season. It’s a unique paradox because fax is so prominent this time of year yet the general perception is that the technology is dead. In fact, faxing on National Signing Day is a time honored tradition that continues despite the fact high school recruits can actually email their letters of intent to their respective colleges of choice (keep in mind they could also fax via email using OpenText Fax2Mail). This is just another example of fax’s longevity with regards to exchanging important information, and college football is considered very important in my culture. You wouldn’t think the primary source of so much national interest and revenue started with a faxed document. That’s why I think National Signing Day is a big. It’s an annual reminder of how relevant fax still is in so many places.

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Healthcare Data Breaches Expected to Increase in 2015

A recent article in Healthcare Informatics titled “ Report: Healthcare Data Breaches Expected to Increase in 2015 ” covered how Personal Healthcare Information’s (PHI) continued shift towards digital formats will increase the potential for electronic data breaches to occur. What makes it more concerning is penalties stemming from these breaches are expected to be over 5 billion dollars. Then to compound the issue, those inside the healthcare sector aren’t necessarily confident about the protection measures in place now for electronic PHI. According to doctors’ offices and clinics cited in the article, the level of security and privacy for PHI shared on health information exchanges needs improvement. As someone familiar with information exchange technology, I think this represents a new opportunity for 2015. I believe healthcare organizations will look to reevaluate the methods and protocols they’re using to exchange digital PHI in order to avoid the pitfalls the article predicted for 2015. This means healthcare organizations will likely investigate and reassess information exchange methods like fax, secure email and managed file transfer to help address critical security and compliance standards in the industry: Fax Solutions help healthcare organizations works smarter by improving the speed, efficiency and accuracy of healthcare data Secure Mail helps minimize, control and manage risks associated with data breaches and vulnerabilities Secure Managed File Transfer (MFT) ensures the safety of the exchange of intellectual properties to help mitigate risks and improve compliance As we continue enhancing these information exchange offerings we fully expect our solutions to be in lockstep with the security and compliance issues possibly awaiting healthcare in 2015.

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Fax to the rescue – again!

Most of us can’t imagine a business day without email. It’s the lifeline of most communication both inside and outside an organization. But what happens when you can’t use your email? That’s what Sony employees and executives are faced with right now, in light of the recent hack to their network and email system. It seems that Sony employees have taken to picking up the phone, handwritten notes and, you guess it – fax, as a way to communicate with one another. Old school, you say? Old reliable, we say. Among those alternatives, fax is the only form of communication that is reliable and completely secure. Since a fax is a secure point-to-point communication between two parties, it can’t be intercepted or hacked. A phone call can be overheard, a handwritten note stolen. An electronic fax can go from one party to the other, safely and securely. The next time you need to communicate something that you don’t want to see in a headline, we suggest you FAX it. See the story here: http://uk.businessinsider.com/sony-execs-use-fax-machines-after-hack-wiped-out-email-2014-12

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Choosing the right fax server: Telephony Compatibility

Many organizations can provide a unified communications strategy that includes FAX – an often forgotten form of communication with UC strategies. Organizations can leverage existing network resources to help speed investment returns on IP equipment and applications. Some additional benefits include: · Improved document and communication security · Reduced document delivery costs · Resource consolidation · Simplified IT management · Bridge data and voice networks · Enhanced compliance in regulated industries Depending on your existing telephony infrastructure, you may choose to connect via TDM, Fax over IP (in VoIP environments), SIP Trunk, or by converting fax traffic with a media gateway. Consider these options, depending on your existing infrastructure: · Support for intelligent fax boards – Support for TDM (analog, DID, BRI, T1/PRI, E1/PRI) o The fax server should natively support the latest Dialogic® Brooktrout® TruFax® and TR1034 products in scalable densities · Support for software-based Fax over IP (FoIP) o Supports Dialogic SR140 FoIP middleware o Supports T.38, T.37, H.323 and SIP · Sip Trunking – SIP Trunking vendors like AT&T, babyTEL, CenturyLink®, Level 3®, Verizon, and XO® Communications should supported. · UC/UM equipment compatibility – Integrates seamlessly with UM/UC systems, including Voice over IP (VoIP) networks. Review interoperability guides to ensure interoperability with your UM/UC or VoIP networks. · Media gateway support – Choose a media gateway vendor that supports integration to the fax server. · Cloud/Outsourced telephony – Choose a fax server that can seamlessly interconnect to a cloud-based telephony solution (this is a hybrid deployment of on-premises fax server and cloud-based telephony). Make sure when choosing a cloud provider that it is one offered by the fax server company and not a third-party cloud provider for the best service and continuity with software. This last option, the hybrid deployment, is becoming more and more popular. It is transmitting faxes via the cloud. This option is considered a hybrid option because it is a single deployment that uses on-premises fax server with cloud fax services to send and receive faxes. It completely removes the burden of connecting, troubleshooting, maintaining and managing the connection of the fax server to on-premises telephony by outsourcing the telephony connection to the cloud. This implementation typically provides unlimited capacity and built-in failover/redundancy of connectivity. However, a second type of hybrid deployment uses both cloud-based transmission and a fax server connected to in-house telephony. Some companies elect to connect their fax server by combining on-premises telephony and cloud-based telephony. This implementation allows complete failover and redundancy of fax transmission capabilities for your fax server. This implementation can easily handle spikes in fax traffic by using the cloud’s unlimited capacity to handle large volumes and eliminate congestion over in-house telephony. Finally, choose a fax server that is designed as a flexible, centralized document delivery hub which can support the telephony network that’s best for your environment. Check out the other articles that will help you choose the right fax server for your organization: 1. What is the Business Need? 2. Desktop, Email and MFP Integrations 3. Production (Automatic) Faxing and Application Integrations 4. Easy Routing and Storage of Electronic Fax Documents 5. Security, Privacy and Compliance 6. Business Continuity/Disaster Recovery 7. Ease of Administration and Administrative Tools 8. Telephony Compatibility

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Choosing the right fax server: Ease of administration and administrative tools

Key to the success of any fax server implementation is the administration and management of the system. Choose a fax server which provides comprehensive guides and tools to make the administration of the fax server as successful as possible. Here are some of the things to look for in a fax server provider: · Enterprise Administration Tools : These tools are designed to ease the burden of managing the fax server and provide platforms to easily manage updates and activities. · Enterprise Management: Seek a solution that allows administrators the ability to manage all fax servers on the network from a single client application. The ability to manage users, groups, forms, coversheets, billing codes, printers, signatures, and frequently used documents (among other key functions) is a must. · Reporting tools: A fax server must include a variety of system reports that can be generated by schedule or ad hoc by users or administrators. Useful reports include server analysis reports, inbound or outbound fax reports, fax printing reports, volume reports, viewed/unviewed reports, channel utilization reports, and many others. · Administrative Tools: A fax server should include a comprehensive set of utilities for managing all aspects of the fax the database. These include server diagnostics, database backups, fax aging, fax purging, and many more. A web edition of the administration utility should be available or the tool should be web-based to allow for remote access. · Notifications: Make sure you can be notified by the system when you need to. System failure? Connectivity issue? Don’t let minutes tick by without knowing if something needs your immediate attention. Find out immediately with notifications so that the issue can be addressed as soon as possible. · Robust synchronization capabilities : Fax servers typically maintain a database of users and user-specific information like permissions, preferences, logon information, etc. Look for various ways to interface and synchronize the fax server data with company phone books and directories. Active Directory, ODBC and LDAP-compliant data sources support are a must. · Support for latest OS and productivity software : Ensure that the fax solution meets requirements to support the latest editions. From a business perspective, your fax server shouldn’t be a constant struggle to monitor, manage and maintain. Enterprise fax servers should have tools that allow you to easily asses the health of your systems and monitor traffic at a glance. You can now move on to evaluating the next key capability of a fax server – Choosing the right fax server: Telephony Compatibility. 1. What is the Business Need? 2. Desktop, Email and MFP Integrations 3. Production (Automatic) Faxing and Application Integrations 4. Easy Routing and Storage of Electronic Fax Documents 5. Security, Privacy and Compliance 6. Business Continuity/Disaster Recovery 7. Ease of Administration and Administrative Tools 8. Telephony Compatibility

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Choosing the right fax server: Building a fax deployment for business continuity and disaster recovery

So many organizations rely on fax as part of a critical business process or workflow. When these workflows are interrupted, it can cost an organization for every minute of the interruption. How much would a lapse in fax services cost your organization? How much business can you afford to lose if faxing operations are shut down for any reason? Interruptions in faxing can happen at various layers of the fax server system. These business disruptions can be planned or unplanned such as telephone equipment failures, network server failures or reboots, communication outages, electric power interruptions, or even a software application failure. To mitigate this, it is important to devise a fax server implementation that can be redundant at every necessary layer. It is important to determine the business continuity strategy of your faxing operations in the event of an unplanned disaster or planned outage. The more critical fax is to your business, the more important business continuity of faxing is to the implementation. It is recommended that you review your architecture and business continuity plans with the experts of your chosen fax server company–they can often recommend architecture and failover options that could benefit your needs. Here is a short list of deployment scenarios that can provide business continuity in the event of a planned or unplanned outage: · Shared Database for High Availability – A fax server that can load balance and share its internal services and images for high-availability. This is a scenario in which a fax server shares its database of users, groups, printers, etc. It also shares various server services and fax images across a network. The fax server database resources are shared such that the application is providing a centralized location for all company users, groups, and other data objects. · Cold Spare – A cold spare configuration is intended for use in the event of a long-term system shut down, a failure, or any other system interruption that may take more time to repair. · Active-Passive Cluster – In the case where a primary fax server had a failure, the business would revert to the secondary server to continue fax processing. Cluster environments protect against an application/service failure, system/hardware failure, site failure and downtime due to planned maintenance. · Virtualization – Among the many benefits of virtualization is the ability to consolidate multiple physical machines onto a single traditional server and do so in a remarkably expeditious fashion. The net result equals a significant reduction in expenditures (less hardware and energy costs) and a new centralized point of administration that streamlines server management and increases the agility and efficiency of your IT organization. From a business perspective, your fax services must have high availability and business continuity. The consequences of interruptions to document-based communications can put your business at risk. Developing a business continuity strategy that encompasses best practices of shared services, high availability and a fault-tolerant topology can help safeguard your business. Fax server redundancy options provide reliable solutions that ensure business process continuity, improve record keeping and support compliance goals. You can now move on to evaluating the next key capability of a fax server – Choosing the right fax server: Ease of Administration and Administrative Tools. 1. What is the Business Need? 2. Desktop, Email and MFP Integrations 3. Production (Automatic) Faxing and Application Integrations 4. Easy Routing and Storage of Electronic Fax Documents 5. Security, Privacy and Compliance 6. Business Continuity/Disaster Recovery 7. Ease of Administration and Administrative Tools 8. Telephony Compatibility

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Updating a Classic: Top 3 Reasons to Streamline Your Fax Infrastructure

Faxing may seem outdated, but it became popular in the business world for a reason. It allows organizations to quickly and securely exchange information. In fact, fax is used worldwide millions of times each day to send purchase orders, claim forms, supplier quotes, contracts, and a multitude of other documents. Faxing has a long history as a trusted and secure form of communication, and it’s still at the heart of many business processes and workflows today. If any of your business operations rely on fax, it may be time to consider an enterprise fax server solution that can make your fax infrastructure more efficient and productive. Consider these top three reasons to update your fax solution: Increased Productivity: The latest fax solutions turn formerly paper-based faxing into electronic-based faxing, essentially taking the “paper” out of the process wherever possible. Fax servers integrate with desktop environments and email systems, which allows employees to send and receive fax documents directly from their computer. This greatly improves worker efficiency by letting users work from their preferred environments. Reduced Costs: Companies that rely on paper-based fax machines know how time-consuming, costly, and frustrating they can be. By implementing electronic-based faxing and getting rid of physical fax machines and phone lines, you can reduce both the amount of money and IT support your organization will need. The right fax solution helps you accelerate business processes in a cost-effective manner. Improved Compliance: Businesses face serious risks from noncompliance, with both financial and reputational ramifications. Government regulations and standards are constantly evolving, impacting how businesses around the world secure and manage their information. As pressure grows to more closely manage fax communications and document processes, leading organizations are turning to enterprise fax solutions to help them secure, track, and store information for compliance purposes. Faxing may be a classic, but it can be made more efficient and productive by increasing the speed of transmitting, routing, and processing faxed documents. Let the experts guide you through understanding desktop fax, your solution options, and what matters most when selecting a fax solution. Sign up for the Desktop Fax Solution Webinar Series.

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Know Your Cloud Fax Service Provider’s Strengths

A cloud fax service provider usually has many unique capabilities. There are some questions we should ask EVERY cloud services provider. For example what is the service level agreement they provide? What about their track record with regards to customer base, on-going infrastructure investment and network capacity? But even these questions aren’t enough. When vetting an enterprise-class cloud fax service provider “capable” isn’t enough; you want strength in these areas. Some of the specific strengths to look for are: company finances – if the cloud fax provider is a publicly traded company – you can investigate their financial health. Research overall company reputation and position in the market. whether the cloud fax provider’s clients include a significant portion of Fortune 500 companies – proves they possess the ability to interact, consult and service large organizations that typically operate on a global scale if on-going investment in their cloud network and platform infrastructure is a strategic imperative – confirms a commitment to keeping their network optimized and aligned with the latest cloud technology standards and protocols number of users of the service – if they’ve served millions of customers it shows the cloud fax provider has a proven track record of successfully handling customer inquiries, implementations and deployments, as well as discrepancies issues number of transactions annually – millions or billions of transmitted messages each year indicate scalability, meaning the cloud fax provider possesses the necessary pedigree and capacity to support large data transmissions, including peak periods Many vendors offer several cloud fax solutions to address various information management issues; most are very capable at it too. However OpenText’s history of offering enterprise-class cloud fax services across a multitude of industry verticals, spans over 20 years. During that time it’s allowed us to become not just “capable“, but the leader in cloud fax services. NOTE: This is an installment of a Blog post series on enterprise-class cloud fax services. To view other posts in the series please refer to the following links: What Makes Cloud Fax Services Enterprise Class Assessing Cloud Architecture and Fax Performance Recovering from Fax Disaster Fax Compliance in an Ever Changing World Cloud Fax Takes Information Management to the Next Level Cloud Fax Services Make Administration Easy Simplify Global IT Support with Cloud Fax

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Simplify Global IT Support with Cloud Fax

Enterprises operating centrally-based IT organizations are usually challenged when it comes to managing that infrastructure across continents. It’s a lot to handle because of all the requirements associated with multiple IT resources located in different regions, each with their own hardware, software, telecom and telephone services. Supporting all these variables increases IT budgets while adding management complexity. When enterprise service upgrades are scheduled, this complex mix creates a logistical nightmare that can lead to regional management problems and lost productivity. A cloud fax service provider can help circumvent this. They provide enterprises with one external resource for service operation and technical support. For example, issues around dealing with multiple telecom providers in various geographic regions are resolved. Instead these enterprises rely on one vendor to support service delivery to any continent or country. Taken further, enterprises requiring “around the clock” customer service and technical support can trust an enterprise cloud fax service provider’s network operations centers to manage their services 24/7/365. These operations centers have staff with a wealth of experience and knowledge necessary for identifying and preventing technical issues before they get serious. The staff is basically one central resource for all global support and functions including: network monitoring setup and configuration usage training notification case tracking prioritization self-service According to a national survey by Rackspace Hosting, a segment of the findings stated “by a three to one ratio (75% to 25%), IT decision makers prefer a cloud provider with strong technical support.” I think what the research really indicates is that there’s an expectation among today’s IT decision makers that cloud fax service providers can maximize their resources to support its customers’ new-revenue generating activities around the globe. NOTE: This is an installment of a Blog post series on enterprise-class cloud fax services. To view other posts in the series please refer to the following links: What Makes Cloud Fax Services Enterprise Class Assessing Cloud Architecture and Fax Performance Recovering from Fax Disaster Fax Compliance in an Ever Changing World Cloud Fax Takes Information Management to the Next Level Cloud Fax Services Make Administration Easy Know Your Cloud Fax Service Provider’s Strengths

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