Fax Servers

This white paper provides useful background information on network fax technology. It will help you decide whether your company needs a network fax solution and which solution suits your company best.

Why you need a fax server

Faxing manually is out of date. Research shows that a professional fax server solution can save your organization substantial costs, while also improving your customer service and image.

LAN faxing has many benefits over cumbersome manual faxing. For example, with a fax server you can:

• Send faxes at the click of a button instead of having to print out every fax, carry it to the fax machine, wait for your turn, and possibly wait for it to retry when the number is busy.

• Store fax numbers centrally in one phonebook, eliminating the need to search for a fax number.

• Send faxes that are more legible and of better quality, since they are sent directly from your PC, using high-resolution techniques.

• Automatically route incoming faxes to the right recipient as soon as they are received. This ensures timely and secure delivery of documents.

• Track fax activity, by archiving faxes and using call accounting.

• Make sure that only you can view your outgoing and incoming faxes.

• Send faxes in the same way as you send email.

• Only check one mailbox for emails and faxes.

• Automatically retry fax numbers if they are busy.

• Easily send faxes to groups of people.

• Schedule faxes to be sent during cheaper off-peak times.

These benefits translate into significant cost savings. The following table shows an estimate of how much a company can save by using a network fax solution:

Which type of fax server?

There are many different fax server products on the market. Broadly, they can be divided into 2 different categories:

1. "Proprietary fax servers" - Fax servers that include their own client software & no or limited email integration.

2. "Email integrated fax servers" - Fax servers which are completely integrated with an email system and act as email to fax gateways.

Type 1: Independent fax servers

How an independent fax server works

The first type of FAX server is applicable to companies that do not use email within the organization or do not wish to integrate fax with their email system. These fax servers use a proprietary communication system between the client software and the fax server. This communication system can be file based (using a shared file area) or it can be network protocol based.

A proprietary fax server can sometimes interface with a variety of email systems at client or server level. However, user administration is linked to the fax server user database. These systems can often interface with various email systems since their level of integration is low.

Recommendation: If your organization does not use email or does not require email to fax integration, one could consider this as a fax server. However the future lies in email integration.

Requirements: A shared file area, i.e. a networked drive to which each workstation has access.

Advantages:

• Does not require a mail server.

Disadvantages:

• Do not take full advantage of complete email integration.

• More difficult to install, due to integration with many different email systems.

• Network overhead due to proprietary communication system.

• Extra administration overhead, due to separate user database.

• Additional user administration.

• Does not scale well.

Examples: A list of fax servers is available at http://www.ntfaxfaq.com

Type 2: Email integrated fax servers

This type of Fax server integrates with a particular type of email system, for example, Microsoft Exchange Server or Lotus Notes. This kind of fax server leverages the email system to allow fax clients to send and receive faxes. User administration is linked with the email systems user administration and total cost of ownership is low due to elimination of training and little or no user administration.

Recommendation: This type of fax server is recommended in companies that use email and have a mail server.
 

Requirements: A mail server, such as Microsoft Exchange Server, Lotus Notes or an SMTP/POP3 server.

Advantages:
 

• Users do not need to learn a separate application to send and receive faxes.

• Users can check email and faxes from one program.

• Users do not need to switch to a separate program to send a fax.

• Administrators face fewer overheads because they do not need to administer a separate user database.

• Administrators receive less support requests from users.

• Because the fax server does not have a proprietary communication system, there is less network overhead and less cause for errors.

• Application integration through the mail 'Send' command in desktop packages is available.

• Easy to install as fax server is specifically designed for the mail server.

Disadvantages:
 

• Users must be familiar with an email system beforehand.

• Some fax features are not available.

• The fax server that you choose must be designed specifically for the email system that you have chosen.

Examples: GFI FAXmaker for Exchange and GFI FAXmaker for Networks/SMTP

Inbound fax routing

An important feature of network fax packages is the ability to automatically route an incoming fax to the right recipient in your company. There are several ways of achieving this:
1. ISDN/DID routing
2. OCR routing
3. Line routing
4. DTMF routing
5. CSID routing
6. Manual routing

Fax routing based on ISDN/DID
Using either an ISDN line or a DID trunk, users can be assigned personal fax numbers without having to install physical fax lines for each number. The number of the line is passed to GFI FAXmaker upon receiving the fax, and therefore GFI FAXmaker can route the fax to the correct user.

Fax routing based on ISDN or DID trunks
 

Requirements:
For routing based on ISDN - DID
An ISDN Line with Msn numbers.
An active ISDN CAPI 2.0 card such as an EICON Server BRI (approx. cost $500).

For routing based on Analog - DID
A DID line with X amount of numbers.
A Brooktrout TR114 DID card (approx. cost $2000).

Recommended environment
Any environment where 100% reliability is required for inbound fax routing, e.g., legal & accounting offices.

OCR fax routing
This method routes a fax to the correct user by recognizing the text on the fax (OCR), and finding keywords related to a recipient, for example first name, last name or job function.

Fax routing OCR of fax
 

Requirements:
The OCR fax module (cost $195).
Faxes that are to be routed must be typewritten.
 

Recommended environment
OCR routing will achieve approximately 70% accuracy. This means that it will alleviate the routing burden. It will work in environments where most received faxes are typewritten. Furthermore it will only work in smaller companies/departments. For obvious reasons, it will not be able to distinguish between users with the same name.
 

Line routing.
Line routing allows you to assign a physical fax line to a user. For example, if your office had 4 fax machines in each department prior to purchasing GFI FAXmaker, you could use those 4 fax lines with 4 fax modems to route the faxes to each department based on the number on which it was received.

FAX routing using the physical line on which fax is received.

Requirements:
Two or more physical fax lines.

Recommended environment
Highly recommended for environments where routing a fax to a specific department or workgroup is sufficient.

DTMF routing
This method requires the caller to enter an extension number when sending a fax. Alternatively, if your PBX has excess extension lines, you could program your PBX to pass the DTMF number automatically.

Fax routing based on DTMF

Requirements:
A Zyxel or Rockwell voice modem (check for compatibility with GFI).
User must input DTMF number. If PBX is used, the network administrator must have advanced technical telecommunications knowledge to operate and program the PBX.

Recommended environment
Only in specific environments where a special PBX is available or where one can explain to the callers (i.e., the senders of the fax) how to input the DTMF number.
 

CSID routing
CSID or Sender ID routing is based on the FAX ID (identification of the fax machine), which can be matched to a recipient. GFI FAXmaker allows you to automatically store the FAX ID of the receiving fax machine and relate it to the sender of the fax.

Fax routing based on CSID

Requirements:
None.

Recommended environment
Only in specific environments where each user sends and receives faxes from certain companies. For example, this would be suitable if you have sales representatives who are assigned to specific customers. But if your sales and support people both interact with the same companies, then CSID routing is not recommended.
 

Manual routing
When no recipient can be determined for a fax, the faxes are routed to the default mailbox, from where the inbound fax router (a person designated to route faxes) can view the fax and select the right recipient.

Administration of the fax server

A highly important consideration when choosing a fax server is to take into account the amount of administration the software will require. Administrators are constantly busy, and a high maintenance fax server software might cause the software not to be used, or take away time from other important tasks. Therefore, it is essential to insist on features that reduce administration, such as:

1. Complete integration with Active Directory (even if you are not yet running Windows 2000, invest in a solution that is ready for it). Integration with Active Directory should simply use Active Directory directly and not have its own user database; it is advisable not to select a solution that retrieves and synchronizes users.

2. Rules based interface. It is important that you can take a rules approach - this way you can apply rules - for example, inbound routing or a cover page - to groups of users and save on administration time.

3. Try not to choose products that modify the Active Directory schema more than necessary. If a fax server adds extra 'tabs' to user settings in Active Directory, then the schema is modified. Note that this can filter down to other domains or cause headaches when upgrading to newer Windows versions or installing service packs. Try to avoid such fax solutions.

Internet fax/Fax over IP

We believe Internet fax is limited to fax broadcasting applications. The reason for this is that Internet fax offers little or no advantages over email. The point of fax is that one can have secure, immediate delivery of a message. With Internet fax, this is not guaranteed and therefore one might as well send an email instead!

Fax over IP: Its main disadvantage is that you will have to invest in equipment, a virtual private network (VPN), and maintain it. The installation cost and maintenance of such a system will in many cases far outweigh the cost savings achieved on the fax call itself.

Fax devices

An important choice for your fax server is the type of fax device to use. The following fax devices are available on the market:

• Fax modems (either class 1 or class 2 or class 2.0)
   

• Fax cards (for example Brooktrout)
   

• Active ISDN fax cards (for example EICON)

Which fax device to choose?

Fax modems
Fax modems are suited in all situations where no DID/DTMF inbound routing is required and where fax volume is relatively low. The type of modem you choose is very important. The reliability (how long you can leave the modem unattended); connect rate (average bps speed at which your faxes will be sent); and connect success percentage (the amount of fax machines the fax modem will connect to) will depend almost entirely on the quality of modem you use. We recommend using a quality fax modem such as Multitech. They may cost a little more, but they are well worth the extra money.

If for some reason you cannot use Multitech, we recommend using the Microsoft Fax drivers found in Windows 2000 for wider modem hardware support. Note however that in this case a maximum of 2 lines are supported. In any case, for higher density fax server configurations, we recommend using professional fax hardware - either ISDN cards or Brooktrout fax cards. GFI does not recommend the use of US Robotics modems!

Why class 2 and not class 1? Class 2 is actually a more advanced protocol, which offloads much of the processing time to the modem. This allows your fax server to use less processor time and to be less sensitive to machine load. The fact that class 1 relies more on the PC processor will mean an increased burden on your server. Furthermore, as FAX is a timing-sensitive process, your faxes might fail more frequently.

Fax cards
A number of fax cards are available on the market, the most popular ones being Brooktrout. If you are planning to run DID inbound routing, then you must use a fax card and not a modem. GFI FAXmaker supports Brooktrout TR114 fax boards.

ISDN active cards
If you have ISDN available, go for an ISDN fax card. You will get multi line, reliable faxing and you will be able to enjoy inbound routing. GFI FAXmaker supports EICON Server BRI, PRI, AVM B1 and EICON Diva PRO ISDN cards.

The GFI FAXmaker product range

The GFI FAXmaker product range is a Windows NT/2000 based network fax solution that includes the following fax server products:

GFI FAXmaker for Exchange
FAX gateway for Microsoft Exchange server that allows all users to send and receive faxes from Microsoft Outlook. GFI FAXmaker for Exchange includes a multi-line fax server, inbound fax routing, print to fax driver for Windows, support for server-side conversion of Office documents, and fax management features.

GFI FAXmaker for Networks/SMTP
A network fax solution for Windows NT/2000 that allows all network users to send and receive faxes right from their desktop. GFI FAXmaker for Networks includes clients for Windows XP/2000/NT/9X and works with most popular networks and fax devices. 

About GFI

GFI (www.gfi.com) is a leading provider of Windows-based messaging, content security and network security software. Key products include the GFI FAXmaker fax connector for Exchange and fax server for networks; GFI MailSecurity email content/exploit checking and anti-virus software; and the GFI LANguard family of network security products. Clients include Microsoft, Telstra, Time Warner Cable, Shell Oil Lubricants, NASA, DHL, Caterpillar, BMW, the US IRS, and the USAF. GFI has six offices in the US, UK, Germany, France, Australia and Malta, and has a worldwide network of distributors. GFI is a Microsoft Gold Certified Partner and has won the Microsoft Fusion 2000 (GEM) Packaged Application Partner of the Year award.
 

© 2002 GFI Software Ltd. All rights reserved. The information contained in this document represents the current view of GFI on the issues discussed as of the date of publication. Because GFI must respond to changing market conditions, it should not be interpreted to be a commitment on the part of GFI, and GFI cannot guarantee the accuracy of any information presented after the date of publication. This White Paper is for informational purposes only. GFI MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS DOCUMENT. GFI FAXmaker, GFI MailEssentials, GFI MailSecurity and GFI LANguard and the GFI FAXmaker, GFI MailEssentials, GFI MailSecurity and GFI LANguard logos and the GFI logo are either registered trademarks or trademarks of GFI Software Ltd. in the United States and/or other countries. Microsoft, Exchange Server, VS API, Word, and Windows NT/2000/XP are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Other product or company names mentioned herein may be the trademarks of their respective owners. GFI. http://www.gfi.com info@gfi.com 1-888-2GFIFAX / +44 (0) 870 770 5370

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