OpenText Fax & Document Distribution Group

By Susie Cornelius, ProcessFlows

It was recently announced that 132 local authorities have admitted to losing sensitive data in the past three years. Some incidents were more serious than others, but at least 35 councils lost information about children in their care. (http://www.computing.co.uk/ctg/news/2127193/loss-epidemic-uk-local-authorities).

In 2010, Hertfordshire County Council was fined £100,000 for faxing sensitive information to the wrong recipients. Since then, other public sector organisations, including the police force and the NHS, have also been fined for similar, avoidable, leaks of personal data.

Councils that have breached the Data Protection Act by failing to protect personal information are being fined by the Information Commissioner’s Office (ICO) – a UK independent authority set up to uphold information rights in the public interest by promoting openness from public bodies and data privacy for individuals.

Fax security should be a major concern for any public sector organization, and councils need to start reevaluating the security risks of their fax processes in order to avoid costly ICO fines.

OpenText RightFax is the most trusted, cost-effective and integrated network fax solution, with robust security features designed to minimise the risk of sending sensitive fax messages to the wrong recipient.

Switching to electronic fax guarantees the security of fax information by providing a traceable, efficient and quick faxing process from the desktop.

ProcessFlows is a UK Distributor, Support Centre and Authorised Training Partner for OpenText RightFax and OpenText Alchemy. ProcessFlows can help you secure all types of documentation and processes, their automated solutions for invoice processing, fax distribution, document management, digital mailroom are fully compliant and provide data security at every stage of the document journey.

For more information on ProcessFlows, contact enquiries@processflows.co.uk.

I am in Las Vegas attending HIMSS12 and I am compelled to write about how the show is going and state my overall observations of the conference. I’ll start off by saying that I am particularly amazed at how large the tradeshow has gotten in contrast to the other years I have attended. The question that begs to be asked, at the very least, is why is that? Is it because the human body is such a complex machine that it requires complex software with many different software applications to manage what can be the inherent complexity of diagnosing and treating patients?

Personally, I don’t know the answer! However, I do trust what one of our customers said, and it was something to the effect that the reason why he has to support so many disparate clinical information systems is because the human body is such a complex machine that it requires multiple vendors and niche solutions and no one vendor can build a monolithic solution encompassing all of the information management requirements.

I chuckle because, yes it is a long statement, but honestly I am 100% behind his argument. And thus I believe that there is a tight correlation to his comment with the number of vendors participating and exhibiting at the conference.

The last time I was at HIMSS was back in 2007, that’s five years ago. It doesn’t seem like a long time ago, but really it is. It’s phenomenal how so many things have changed, but yet some have stayed constant. So, your traditional powerhouse vendors in the healthcare provider market, of course, are still participating – and they won’t be leaving anytime soon. And yes they are showcasing their conventional wares. For them, their booth size, look and feel and traditional messages on their core competencies have not changed. They have, however, expanded their messages and a big portion includes mobility and portals.

It’s really mesmerizing how all of the vendors, including ourselves, can deliver healthcare portals and mobility solutions. Vendors from all shapes and sizes are talking about aggregation of clinical information, health information exchanges, clinical portals, clinical mobile apps, BI and to some degree social media and patient engagement. The Cloud message is creeping up, but being that patient data is sacred and it needs to be guarded dearly, many CIOs are somewhat reluctant to experiment with cloud offerings. And I wager to say that’s why we are not seeing a proliferation of the cloud message.

There are still of course many other niche vendors selling solutions from magnetic digitized white boards, imaging and DICOM toolkits, clinical image viewers, PACS systems, 3D post processing, Practice Management, EMRs, RIS, LIS, HIS, oncology, and long-term care case management; to integration middle-ware. I really thought that right up to 2007 vendors were going through a period of consolidation. And I didn’t expect for HIMSS to expand and be as large as it is today in 2012. But I suppose, that with the proliferation of mobility, social media, collaboration, and portal capabilities, this has brought forth a new breed of vendors, small and large, willing to partake in the journey of better managing the human body, our clinical conditions, and our clinical pathways.

Did you go to the show? What did you think of what you saw this week?

Alex Martinez, Product Marketing Manager
Healthcare Solutions ECM
OpenText Corporation

By Roopesh Mistry and Ruchir Sharma, Rincon India

It is always a pleasure to meet CxOs of large corporations with a vision to consolidate infrastructure and go green. The Essar Group is a multinational conglomerate and a leading player in the sectors of steel, oil and gas, power, communications and business process outsourcing (BPO), shipping, ports and logistics, projects, and minerals. With operations in more than 25 countries across five continents, the group employs 70,000 people.

When we met Mr. Jayantha Prabhu, CTO, Mr. Prasad Patil – DGM IT and the IT team, they were using multiple fax machines of different brands spread across the group and managing these fax machines was proving to be a challenge. They opted for OpenText RightFax as a centralized solution and decided to integrate RightFax with their existing infrastructure i.e. Microsoft Exchange and Avaya VoIP.

With RightFax integrated with MS Exchange, Essar employees manage their faxes directly from the already familiar mail interface. Sent and received faxes are automatically archived for immediate or later use. By integrating RightFax with their Avaya IP infrastructure, RightFax is now on a virtual server with high availability.

We plan to further fax-enable their MS SharePoint collaboration platform, SAP system and Microsoft Dynamics CRM Servers.

Read the complete case study.

By Jim Marrone, Advantage Technologies

A global manufacturing organization based in Ohio was searching for an Enterprise fax solution that could replace all their traditional fax machines, analog phone lines, along with the toner, paper and maintenance costs that went with them.  More significantly, the organization was moving to a virtual environment for all their business applications and had multiple requirements surrounding outgoing communication to their service representatives in the field straight from their Oracle-based ordering system, with an audit trail of the reports being sent and received.

RightFax features and functionality met all the requirements of the project and unlike their competitors, provided the ability to integrate with the existing infrastructure of the company, primarily the financial and customer management systems they utilize.  Leveraging Fax over IP, SR140 software was installed on a virtual server as the communication layer between the IP-based phone system and the RightFax application.  They used the RightFax SMTP/POP3 Gateway to enable outbound faxing from Oracle and inbound delivery of faxes and notifications to MS Exchange users.  Daily reports and service calls are automatically delivered to the field.  The client’s SQL standard database manages all the metadata for auditing purposes and reporting details.

The RightFax solution was installed by Advantage Technologies’s implementation team in one day and the client was provided an additional day of training.  The customer has commented that if all their IT projects went this smooth and actually delivered the ROI promised, like RightFax, his life would be much easier!  For more information on Advantage Technologies visit www.atechnologies.com.

By Todd Curtis of ProcessFlows

I suppose the real question is “How secure are the documents sent or received on the fax machine in the corner of your department?”

Todd Curtis, Public Sector Sales Manager from ProcessFlows, an OpenText UK Distributor answers:

Unfortunately, the answer is not secure at all.

The vast majority of Public Sector organisations I visit have this in common; they are all wasting approximately £50,000 annually on phone line connections and consumables for fax devices that lack  integration with  business systems, offer no document security, and waste paper.

Think about it–anyone in your organisation can send documents from a fax machine–without any authority or proof of sender.

Fax security should be a major concern for any Public Sector organisation.

Safe Havens, a locked room with a dedicated fax machine, are deployed throughout the National Health Service (NHS)  These are secure up to a point, but that room could be used for other services.

OpenText RightFax would provide 100′s of fax Safe Havens within your organisation at a reduced cost, compared to your current fleet of fax machines.

Xerox was the first photocopier company in the UK to integrate their Multi Function Printers (MFPs) into RightFax. This meant an organisation with this combined solution could remove all the costs associated with fax machines (fax toners, fax maintenance, phone line rentals). The combination of MFPs and RightFax not only improves document security, it also provides a reduction in carbon and paper wastage as well as greater staff efficiency.

All public spending is under scrutiny.  I urge you to find a project with a quicker ROI, that can be implemented with minimal internal resource and delivers all of the following benefits:

• Improved document security
• Reduced costs
• Improved staff efficiencies
• Decreased carbon emissions

Integrating your photocopiers with RightFax and removing your fax machines will do all this.

Do you

• Use standalone fax machines?
• Work in the Public Sector?
• Want to improve document security, reduce costs and improve staff efficiency?

ProcessFlows serves as UK Distributor, Support Centre and Authorized Training Partner for OpenText RightFax and OpenText Alchemy. For more information on ProcessFlows, contact tcurtis@processflows.co.uk.

By Chris Schultz, Satori Solutions

The University of Kansas Hospital is one of the United States’ leading academic medical centers. The hospital provides clinical experience and residency positions for students in a multidisciplinary approach to patient care. As a 600-bed facility, the hospital retains more than 4,500 employees and 500 physicians.  To manage the weekly transfer of thousands of medical files, The University of Kansas Hospital relied on dozens of fax machines, multi-function devices, and fax servers. Disparate faxing methods across the organization produced challenges.  According to Keith Anetsberger, assistant administrator with Information Technology Services for The University of Kansas Hospital, inefficiencies and unreliability inherent to hardware-based faxing occasionally impeded employee productivity and patient satisfaction.

The University of Kansas Hospital turned to OpenText Premier Partner, Satori Solutions, for project design, execution and support.  Led by Satori, a team of members from several hospital departments and application vendors consolidated previously separate and unreliable faxing methods into a single, high-availability virtualized RightFax enterprise-wide solution, leveraging Dialogic’s T.38 Fax over IP (FoIP) technology to integrate with their existing Avaya VoIP infrastructure.

Read the complete case study.

by Kieran Lane, of Softech, a Premier OpenText Partner and Authorized Support Provider

In this fun video, we staged the ultimate faxing championship: RightFax versus a traditional fax machine. See how RightFax can save you and your coworkers up to 10 minutes for each fax sent. Learn how easy it is to send, receive and confirm faxes without interrupting your other work. With proven return on investment and measurable productivity gains, there may be only one drawback to RightFax—less exercise from stair climbing. Of course with the time and money RightFax saves, going to the gym will be easier too.

Watch the video.

http://www.youtube.com/watch?v=4NohhnGsBXA

For more information on Softech, please visit www.softech.ie or contact Kieran Lane at k.lane@softech.ie

By Manish Kamdar of Rincon India Solutions Pvt. Ltd., a Premier OpenText Partner

eBay.in, India’s leading online marketplace, deployed OpenText RightFax to protect sensitive customer information received on fax while using PaisaPay – eBay’s payment gateway. As per Indian regulations, if the value of the transaction on PaisaPay exceeds INR 35000, it is mandatory for the company to collect identification proof such as credit card copy, PAN (Permanent Account Number) card copy, etc. The buyer faxes these documents to eBay’s Headquarters in Mumbai.

Prior to deployment of RightFax, faxes were received on any of the three fax machines kept at the headquarters. Since confidentiality of clients’ financial data was of paramount importance, eBay opted for OpenText RightFax. According to Jesal Patel, Project manager (IT Services), eBay India, “The key reason RightFax made its way to eBay India was the application’s capability to securely deliver faxes to the individuals for whom it was meant. The sensitive nature of the data received on faxes made RightFax the right solution”.

Now with the deployment of RightFax, eBay can address security, compliance and productivity concerns with one solution and confidently manage over 300 faxes a day.

Click to read the complete case study.

For more information on Ricon India Solutions, please contact www.rincon.co.in or contact Manish Kamdar at manishk@rincon.co.in.