Last modified on:Tuesday, June 2, 2009 11:46 AM

E-Fax

Description

E-fax is a faxing service interconnected to Lotus Notes. Faxes can be sent and received from a Lotus Notes e-mail ID at your workstation. Outgoing faxes are routed to a Notes fax server to the recipient’s fax machine. Incoming faxes are received by the Notes fax server and delivered to your Notes e-mail.

Business Value

E-fax eliminates the need for physical fax hardware and telecommunication lines. It eliminates the need for multiple machines in a larger or more fax-dependent office. In addition, it eliminates the initial and repeated costs for fax machine purchase, supplies, service contracts, maintenance or replacement, and telecommunications fees.

E-fax can help an office progress towards a more paperless workflow. Documents to be sent can be created, faxed, and saved electronically. Received documents can be saved electronically and printed only as necessary.

E-fax promotes efficient and secure operations. Everyone who needs access has it. There is no need to go to the nearest machine or stand in line. There are no faxes sitting on the machine with confidential data that others might see.

E-fax promotes overall savings and efficiency because the e-fax server makes use of shared telecommunications lines and fax numbers. Blast faxing can be timed to be sent during low usage periods.

Customer Profile

State agencies, boards, and commissions; political subdivisions (e.g., cities, counties, community colleges and school districts); and federal agencies whose business relies heavily on fax service

Service Cost

E-Fax Rates and Fees (PDF 19k)

Major Cost Drivers/Cost-Saving Tips

• The ‘per page’ fee could be higher for some offices but would be offset by reducing staff time to prepare, send/receive, and distribute/handle faxes.
  
  
• The ‘per page’ fee is reduced as quantity of faxing grows.

How to Order Service

The Office of the CIO Help Desk may be reached at 1-800-982-2468 or 471-4636 or 471-INFO or by e-mailing GWI.Support@nebraska.gov . 

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Responsibilities for Service Delivery

Customer Responsibilities

• Provide list of active users. Users should have Lotus Notes accounts.

Office of the CIO IT Services Responsibilities

• Office of the CIO IT Services is responsible for administration (i.e. setting up or deleting user accounts, maintaining servers and service based on activity reports).

Service Goals

The service is generally available 24x7. OCIO Operations monitors throughput via scheduled test faxes. The service is supported by the Lotus Notes administrators 24x7. The service does not have failover service at this time in order to keep costs down.

Support

We encourage agencies to have an agency contact who can serve as an onsite liaison for their office. The liaison would assist agency users to discern problems and report them to the Office of the CIO Help Desk. The Help Desk staff may recommend solutions to common, easily-solved issues. They will escalate calls to the appropriate Lotus Notes team if not resolved by a common solution.

The Notes team will work with the person reporting the problem when necessary. An example would be when a mail file needs to be restored. Other requests not requiring coordination may be completed and an e-mail will notify the customer of completion. An example would be when a mail list is updated.

Related Products

Business Class E-Mail (Lotus Notes)

Glossary/Expanded Definitions

Blast faxSending out a large fax distribution.

Failover – When a server suffers a slowdown or outage, Lotus Notes is configured to redirect the user to a failover server so that service is not interrupted.