GoldFax for Government

Government organizations are dependent upon sending and receiving faxed documents for internal use and communication with businesses and the public. Faxing is a common method for businesses and the public to communicate with government organizations to complete forms and provide additional supporting documents. Some government agencies accept faxes for official filings without requiring the original documents to be mailed.

GoldFax has been selected by numerous government organizations including:



Municipal, regional, and national government agencies and departments are all challenged by pressures to reduce operating costs while improving efficiency. Additionally, government organizations have initiatives for paperless office, "Green Government", the need to protect confidential information, and long-term electronic archive and retrieval of documents for disaster recovery. Certain government healthcare related organizations additionally are required to be compliant with the Health Insurance Portability and Accountability Act (HIPPA) to ensure the privacy and security of Protected Health Information (PHI).

Confidential documents that are regulary transmitted by fax

Acknowledgments Authorizations Change Orders Confirmations Contracts

Finance Forms Grant requests Human Resources documents Invoices Loan applications

Purchase orders Reports - financial Requests for quotes Statements Tax information

These documents are sent or received via fax. Some of these documents may originate as electronic documents (for example, statements or purchase orders from financial software) that need to be printed in order to be faxed. Other documents may be paper originals that require a signature prior to faxing.

Paper-based faxing is a manual and labor intensive document process that does not address requirements of maintaining security of confidential information or the ability to reproduce received and sent faxes. Paper-based faxing also does not support the government initiatives to "Green Government" and reduce unnecessary waste. GoldFax provides an affordable solution that helps meet the security needs of government organizations as well as reduces costs and improves productivity.

Limitations of paper-based faxing

Paper-based fax machines are inherently non-secure. A received fax or a fax that was just sent can be left in the open to be viewed by unauthorized personnel. For example, a package delivery person could walk past a paper fax machine and view patient confidential information. More risky is an unauthorized person could inadvertently or intentionally pick up, view, and remove a confidential document on a paper fax machine without the intended recipient ever receiving it. Also, many documents must be printed first before faxing - creating an additional opportunity for access to confidential information to be compromised.

The use of conventional paper-based fax machines and fax capable Multi Function Printers (MFPs) to send and receive faxes has significant limitations including:

Security, Compliance, and Litigation Risks

• Uncontrolled Access – received faxes sit on fax device until picked up, electronic documents printed in order to manually fax and are accessible. Who has access to the faxes? How is unauthorized access being ensured?
• No Authentication – anyone can send a fax, no documentation of who sent a fax. Who was the fax sent to or received from? Can it be documented?
• Limited Reporting/Tracking – Can fax transactions be audited?
• No Reproducibility – Can a previously sent or received fax be reproduced for verification?
• More users than fax numbers - confidential documents are often faxed to general fax numbers instead of directly to the intended recipient.

High Costs

• Cost of materials – paper and toner for fax machines, MFPs and printers
• Equipment costs – purchase or lease of standalone fax machines and fax board options for MFPs
• Operating costs – maintenance of fax machines, MFPs, printers, and telephone lines
• Telephone costs – stand alone, dedicated Analog fax telephone line monthly cost is $30 to $100 per month per fax line

Productivity Issues

• Delays – faxes sit on fax machines until manually distributed to intended recipient
• Inefficiency – users hang around fax machines "waiting" for important faxes or print documents before they can fax them
• More users than fax numbers - too expensive to give everyone their own fax machine and fax line
• No integration – paper faxing is not integrated with email, financial software applications, or document and content management systems

GoldFax Fax Server Advantages over Paper-based Fax Machines and MFPs

GoldFax allows government organizations to send and receive fax data and documents from their computers and integrated MFPs to be compliant with industry regulations.
Received Faxes

• Inbound faxes converted to electronic image format (Adobe PDF or TIFF))
• Personal and confidential Direct Inward Dial (DID) fax numbers vs. fax machines or fax-enabled MFPs
• Fax routers that can only view 1st page of received fax
• Automatic fax archiving and document/content management integration

Sent Faxes

• Fax electronic documents directly from computer without printing
• Fax paper documents from GoldFax integrated MFPs
• Organizational standards with automated fax cover sheets
• Fax status notifications (success or failure) via email
• Automatic fax archiving and document/content management integration

GoldFax Supports Government Compliance Requirements

GoldFax helps address Access, Authentication, Reporting/Tracking, and Reproducibility compliance requirements in a number of ways including:

• Access - User Name and Password protected access to send and receive faxes via GoldFax
• Authentication - GoldFax tracks the name of the user sending a fax via GoldFax and the name of the user or destination a received fax is routed to
• Reporting/Tracking - GoldFax Reports provide data on all sent and received faxes
• Reproducibility - GoldFax can archive a copy of all sent and received fax images to secured folders along with data regarding the fax transaction and integrate with any document and content management system

GoldFax Saves Money for Government

• Reduce or eliminate telephone costs of conventional analog fax lines
• Fax from GoldFax integrated MFPs without expense of fax expansion kit and fax telephone line
• Reduce paper, toner, maintenance costs of fax machines, MFPs, and printers – paperless faxing

GoldFax Improves Productivity for Government

• Automatic fax routing directly to email
• Fax from computer applications without printing