Fax ecm vision- jaap-jan pepping - OpenText Faxservice

Fax document delivery
Jaap-Jan Pepping
Regional Manager – Benelux, Nordics & France
Jpepping@opentext.com
December 28, 2012

Agenda

1 Fax - Record of Compliance

2 ECM Suite – When does Fax come to play

3 Conclusion

3

Millions of faxes are sent each day…
Trusted delivery for business critical Legally binding, no viable Internet
documents delivery alternative

 Proven, reliable technology  Secure transmission
 Robust T.30/T.38 standard - no hooks  Proof of delivery with time stamp
for worms, viruses, etc.
 Tamper-resistant images/files
 Enormous installed base of Fax
 Universally accessible and accepted
machines.
 Users and recipients still want Fax!

Copyright © Open Text Corporation 2009 - 2010. All rights reserved.

4

Challenges with Traditional Fax Delivery

 Delay in delivery & receipt
 Can be delivered to the wrong desk or lost
 Lack of convenient acknowledgement of
delivery

 High document distribution costs
 Compliance issues
 Lack of integration with other applications


5

A Fax document send or received

6

Result or start for Business activities

 Purchase order

 Invoice

 Shipping Documents

 RMA
 Maintenance
 Insurance claim
 Credit Apps
 Loan Apps
 Claim Forms
 Mortgage Apps

1 Fax – Record of Compliance

2 ECM Suite –do?
What do we When does Fax come to play

3 Conclusion

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

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

Fax & Content Server
Send & Receive fax
Long term storage, retention and disposition.
OCR (find on content)
Workflow (BPM)

11

Sending a Fax in Content Server

Select multiple
documents

12

 Fill in Fax recipient information
 Notification by Email on Fax sending status

13


Fax Cover Sheet
Automatically created
with sender &
Recipient information

14


 Monitor Fax Job in queue
 A “Fax Job Queued” audit message entered in Content Server

15

Using the Pull-Down menu

Select Send Fax

Same interface as Button

16

Email Notification on Fax status

Notifications

17

Faxes archived in Content Server

Automatic creation of
folders

Icon indicated Fax

18

Exchange 2010 / Office 365
Complete your unified messaging strategy
Fax to email / email to Fax (desktop automation)
(Fax) information anywhere

19

Exchange 2010 / RightFax connector

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.

21

Connector for Microsoft SharePoint
Automated integration Send SharePoint
between OpenText Fax Server documents as
and Microsoft Office Faxes
SharePoint Server Faxes residing in SharePoint
are:
 Easily searched and
indexed
 Secured according to
internal policy
 Managed through the
complete document
lifecycle
 Included in business
processes and workflows
Automatically receive
Faxes into SharePoint Enable collaboration and
document libraries sharing of Faxes within
SharePoint

22

Fax Server / SharePoint Environment


23

Sending Faxes from SharePoint

Select (multiple)
documents and
Click Send Fax

Slide 23

24

Easily Create New Faxes within SharePoint
Seamless Fax Server integration with MS-Office for creating,
addressing and tracking (metadata)

Metadata Ribbon

Slide 24

25

Automating SAP Document Delivery
Eliminate paper-based document distribution processes
from SAP to reduce costs

26

SAP Integration

Production Fax integration via SAP connect
Inbound and outbound faxing via SAP Office

27

Capture, merge to Fax delivery.

28

MFP devices & stand-alone Fax

Analog infrastructure
Confidentiality
Archiving
Efficiency

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

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

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

Voice over IP (VoIP) / Fax over IP(FoIP)
Analog infrastructure
Consolidate on you CUCM environment.
Central fax number management
Load balancing / Least cost routing

33

T.38 Fax over IP (FoIP)
 A T.38 Fax server looks like any other non-FoIP fax device to its partner
 First part of the Fax session is over IP rather than directly over the PSTN
 If the partner device on the same network T.38 used for entire transmission
 If devices are separated by the telephone line, the gateway manages the
"unwrapping" of T.38 packets into standard T.30 fax over the PSTN


34

Consolidate Global Capture and Delivery

Slide 34

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.


overview


 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

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

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

RightFax Connect - Receiving

41

1 Fax – Record of Compliance

2 ECM Suite – When does Fax come to play

3 Conclusion

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

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

45

Benefits of OpenText Fax Server
Reduce
 Cut costs from standalone fax machines
 Reduce paper delivery costs by 90%
 Less paper and toner enhance green efforts
 Consolidate resources and leverage I.T. infrastructure

Integrate
 Fax over IP integration with VoIP networks
 Integrate with multi-function printers & copiers
 Extensive integrations & product certifications:
 Microsoft, SAP, Oracle

Secure
 Secure & tamper resistant document delivery
 Centralized hubs to support regulatory compliance
 Extensive tracking, auditing, and reporting
 Encrypted and certified delivery options

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

Fax ecm vision- jaap-jan pepping - OpenText Faxservice

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