Webinar:

Moving Fax to the Cloud for Critical Business Messaging

Agenda

The server/device infrastructure model

Drivers for outsourcing fax services

The hosted fax infrastructure model

– Methodology for migrating

– Additional services

How leading companies are using hosted fax today

Choosing a fax services provider

Typical Fax Server / Device Model

Fax Server / Device Limitations

Drivers for Outsourcing

• System capacity issues and contingency planning• Telecom fees - Monthly analog lines, telecom circuit and utilization fees• Higher rates for toll-free numbers• Fax machine supplies and maintenance• Cost of hardware replacement and upgrades / aging infrastructure • Software licensing and support fees• Fax board expansion and replacement • Cost and support of additional software connectors• Re-allocation of internal support resources • Traffic growth and disaster recovery• Forced upgrades for end-of-life products• Incompatibility with email infrastructure

Cost Reduction, Eliminate Infrastructure and Required Resources

Recap - Typical Fax Server / Device Model

Outsourced Model

Advantages of Outsourcing Fax Services

Migrating to the Cloud – Industry Best Practices

• Project Manager assigned to develop and manage migration plan• Needs assessment conducted• Global multi-carrier relationships to manage number porting• Seamless user and number provisioning• No downtime / implementation is transparent to users• No impact on existing business processes

Business Driver to Move to the Cloud…

Email UpgradeIndustry: ManufacturingBusiness Issues: Upgrade of email infrastructure forces evaluation of fax server

upgrade or outsource. Fifteen (15) global sites each with one or more fax servers requiring in-country resources to manage.

Solution: Migrated from fax servers to hosted fax solution for all faxing – desktop and production – for 100% compatibility with email

servers. Service integrated with back office applications using SMTP.

Benefits: Eliminated costs to maintain and support infrastructure IT resources reallocated to core projectsCentralized management and supportCost allocationReduced vendor relationships – elimination of local telecom carrier contracts

Business Driver to Move to the Cloud…

Data Center ConsolidationIndustry: Information TechnologyBusiness Issues: Consolidation of global data centers from 24 to 4

Maintain local fax number coverage globally

Solution: Migrated from fax servers to hosted fax solution while maintaining local number presence in 98% of regions.

Benefits: Met business objectives of consolidating IT footprintEliminated costs to maintain and support infrastructure Centralized managementReduced vendor relationships – elimination of local telecom

carrier contracts

Integrating Fax with Critical Business Systems

Industry: Insurance (Automobile/General Liability/Property and Casualty)

Business Issue: Manual data entry of claims information for First Notice of LossMinimal data fields being completed to speed hand off to adjustersData entry errors

Solution: Inbound faxes received electronically with 80+ fields being extracted from FNOL form and providing this data in XML

format along with original form for integration into customer claims system

Benefits: On-screen data verification vs. manual entryImproved turnaround time on claims processingAdditional assignments managed by claims team

Integrating Fax with Critical Business Systems

Industry: Healthcare Clinical Research Organization (CRO)Business Issues: Reduce fax infrastructure costs while enabling secure and

HIPAA-compliant importing of adverse event report faxes into internal system. Inbound faxes from doctors often contain information from multiple patients – making classification and assignment difficult.

Solution: Migrated from fax servers to hosted fax workflow solution to receive inbound faxes. Operators can split multiple patient information received in a single fax and assign to appropriate clinical trial.

Benefits: Protects confidential informationSpeeds time to trial completionData in electronic format for easy archivalEliminated costs to maintain and support infrastructure

Criteria for Evaluating an Outsourced Provider

• Global Network / Architecture• Redundancy / Business Continuity• Core vendor focus• Enterprise-grade experience• Security and Compliance policies

– SAS70,SOX, GLB, Safe Harbor, HIPAA

• Service Level Agreements– Contractual commitment to service availability and uptime

• Professional Services• Cost Model