1. January 3, 2011 e-Fax Services Overview 1 e-Fax Services Overview Enterprise Fax Service from the Office of Enterprise Technology

2. 2 Description Features Fax vs. Email Benefits Conceptual Diagram Pricing Tiers OET Value Adds Getting Started Topics January 3, 2011 e-Fax Services Overview

3. 3 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 January 3, 2011 e-Fax Services Overview

4. 4 Description e-Fax technical requirements — location must be connected to MNET (Minnesota’s 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? January 3, 2011 e-Fax Services Overview

5. 5 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 it’s 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 Features January 3, 2011 e-Fax Services Overview

6. 6 Receive a fax — inbound fax arrives as an image file attached to an email message standard viewing software on the user’s 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 Features January 3, 2011 e-Fax Services Overview

7. 7 Fax vs. Email What are the differences? a fax is sent and received as a graphics (.tif) file – it’s 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; it’s paperless, straight from your desktop January 3, 2011 e-Fax Services Overview

8. 8 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 January 3, 2011 e-Fax Services Overview

9. 9 Conceptual Diagram January 3, 2011 e-Fax Services Overview

10. 10 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 January 3, 2011 e-Fax Services Overview

11. 11 Pricing Tiers January 3, 2011 e-Fax Services Overview

12. 12 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) January 3, 2011 e-Fax Services Overview

13. 13 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 your OET account manager to discuss or plan a project January 3, 2011 e-Fax Services Overview

14. 14 Thank You Questions January 3, 2011 e-Fax Services Overview