eFax Services
iTech eFax Solution
Overview:
iTech's eFax solution provides an efficient, reliable, and secure method for faculty and staff to send and receive faxes electronically without the need for traditional fax machines. This service is designed to improve communication efficiency, reduce costs, and enhance document security by integrating with the university’s existing email systems.
Key Features:
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Email Integration: The eFax service is seamlessly integrated with the university's Microsoft Outlook email platform. Users can send and receive faxes directly through their email client without additional software. Incoming faxes are delivered as PDF attachments to designated email addresses, making it easy to store, forward, or print faxes as needed.
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Digital Document Management: All fax transmissions are converted to and from PDF format, simplifying digital record-keeping. This feature enables users to easily archive, search, and retrieve faxes, supporting a paperless environment and reducing physical document storage requirements.
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Security and Compliance: The eFax system ensures compliance with university policies and data security regulations. All transmitted faxes are encrypted, protecting sensitive information from unauthorized access during transmission. Additionally, eFax supports compliance with relevant legal and institutional data handling requirements, including HIPAA and FERPA, for departments handling medical records, student data, or other confidential information.
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Cost-Effectiveness: eFax eliminates the need for physical fax machines, paper, ink, and dedicated phone lines, contributing to cost savings across the university. The solution reduces equipment maintenance expenses and minimizes the environmental impact by supporting the university's sustainability goals.
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Scalability: The eFax solution is scalable, allowing multiple users to send and receive faxes simultaneously without the limitations of traditional phone lines or fax queues. Departments with higher faxing volumes can benefit from this capacity while maintaining the same security and performance standards.
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User Flexibility: The eFax solution is accessible from both on-campus and remote locations. This ensures faculty and staff can send and receive faxes while working from home, traveling, or offsite, enabling continued productivity and communication without being tied to physical fax infrastructure.
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Departmental and Shared Use: Departments that need shared fax numbers can be assigned dedicated eFax numbers, allowing multiple users within a department to access the same fax line. This enhances collaboration and ensures that critical documents are accessible to the right team members.
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Administrative Control: The eFax solution includes an administrative dashboard where designated IT personnel can manage users, monitor fax activity, and troubleshoot issues. This helps streamline support requests and maintain service availability across all university departments.
How to Use iTech eFax:
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Sending a Fax: To send a fax, compose an email in your university Outlook account, attach the document you wish to fax, and enter the recipient's fax number in the recipient field, followed by "@efax.usm.edu" (for example, 1234567890@efax.usm.edu). Once sent, the fax will be transmitted to the recipient's fax machine or eFax service.
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Receiving a Fax: Incoming faxes will be automatically delivered to your designated email inbox as a PDF attachment. You can download, forward, or store these documents as needed.
Service and Support:
The eFax service is supported by the iTech department, and users can submit help desk tickets via the TDX platform for any issues or requests related to eFax. Comprehensive guides and tutorials are available on the iTech knowledge base to assist with setup and troubleshooting.
For departments that need new fax numbers or adjustments to their existing eFax setup, please contact the iTech department directly to request service modifications.
Conclusion:
The iTech eFax solution is a modern, secure, and environmentally friendly alternative to traditional faxing. It enhances operational efficiency, simplifies document management, and aligns with the university’s goals of reducing costs and improving communication infrastructure. By adopting eFax, departments can streamline their workflows while maintaining the security and confidentiality required in their communications.