eFax Services Overview

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e-Fax Services Overview Enterprise Fax Service
from theOffice of Enterprise Technology
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Topics

• Description
• Features
• Fax vs. Email
• Benefits
• Conceptual Diagram
• Pricing Tiers
• OET Value Adds
• Getting Started

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Description

• e-Fax Services
• provide inbound and outbound fax
• suitable for individuals and groups
• can replace traditional fax machines
• an enterprise fax solution for Minnesota
  government and education
• tiered pricing based on actual usage volume
• available to users within the metro free calling
  area

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Description (continued)

• e-Fax technical requirements
• location must be connected to MNET(Minnesotas
  Network for Enterprise Telecommunications)
• location must have a local area network
• Compatibility is easy
• any type of telephone service
• any email application
• Why are the telephone service and email
  application mentioned?

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Features

• Send a fax
• a Web interface is used
• attach a file, such as a letter or spreadsheet,
  and it gets converted to an image when its faxed
• custom cover sheets for agencies and work groups
  are available
• Who can receive the faxes?
• any fax machine or fax service can receive an
  e-Fax document

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Features (continued)

• Receive a fax
• inbound fax arrives as an image file attached to
  an email message
• standard viewing software on the users PC opens
  the image attachment
• user can manipulate the file by standard commands
  such as Save, Print, Forward, etc.
• How does this happen?
• a fax telephone number is assigned to the user or
  group
• the fax telephone number routes to an individual
  or group email address

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Fax vs. Email

• What are the differences?
• a fax is sent and received as a graphics (.tif)
  file its a picture of a document
• if you need to send or receive an editable (ex.
  Word .doc or Excel .xls) or portable (Adobe
  Acrobat .pdf) file, use email
• inbound fax makes dealing with a signed document
  easy you have it electronically rather than on
  paper
• outbound fax streamlines the sending of existing
  documents (ex. Word files, etc.) to a traditional
  fax machine its paperless, straight from your
  desktop

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Benefits

• privacy and security a desktop application
  instead of paper on a shared fax machine
• efficiency expedite the turnaround time
• financial e-Fax costs are generally lower than
  using fax machines, and consolidating volume into
  one billing account yields the lowest per-page
  rates
• green reduce unnecessary paper consumption

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Conceptual Diagram
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Pricing Tiers

• OET recommends the agency consolidate e-Fax into
  one billing account number for the lowest
  per-page unit cost
• tiered billing is based on total pages, in and
  out, per month
• tiers allow a usage range to simplify budget
  planning for customers
• long distance is included in the tier rate

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Pricing Tiers, FY08 and 09 (continued)
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OET Value Adds

• innovative technology Fax over IP (FoIP) that
  makes use of existing network and telephony
  infrastructure
• hosted enterprise infrastructure in a secure
  environment
• defined business processes from inquiry through
  implementation and ongoing support
• expert staff and vendor resources
• 24x7x365 Technical Assistance Center (TAC)

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Getting Started

• identify individuals and work groups that would
  benefit from desktop faxing
• analyze fax practices today
• number of machines
• costs for provisioning and maintenance
• volumes of inbound and outbound per
  month/quarter/year
• contact OET to discuss or plan a project
• Service Center
• 651.296.7833
• service.center_at_state.mn.us
• COSWeb service request

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Questions
Thank You!