Realising the full benefits of MFP integration with network fax

White Paper www.lanetelecom.com
Realising the full
benefits of MFP
integration with
network fax
A Lane Telecommunications White Paper
© 2008 Lane Telecommunications Page 1Realising the full benefits of MFP www.lanetelecom.comintegration with network fax White Paper
There is little doubt that Multi Function Peripherals (MFP) offer elements and allow full compliance as well as delivering realbusinesses of all sizes significant benefits: they combine business benefits.printing, scanning, copying and fax functions in one machineand deliver considerable cost and space savings. They also Fully connect and utilise network resourcesaddress some very important business process, management Integrating MFPs into your network fax environment allows youand legal issues faced by virtually every business. Within this to optimise the use of document output devices and maximisediscussion document we concentrate on the fax element and the use of network resources. Operating a networked fax serverlook specifically at the integration of MFPs with network fax run allows organisations to extend the value of MFPs by integratingthrough a fax server such as Lane's Passport Fax Server. We them into a variety of business process, management andconsider the reasons why a business would switch to MFPs in communications systems including e-mail, documentthe first place and then look at the additional steps that should management, workflow and broader ERP applications.be taken to ensure that the potential benefits are realised. Simplified administrationPotential benefits of MFP integration include: The reduction in the complexity of the document managementCost reduction through consolidation of and communications infrastructure brought about by theinfrastructure introduction of MFPs and their integration with the centralClearly, a single MFP combines a number of technologies control functions of the fax server greatly reduce the(printing, faxing, copying and scanning) into one device management overhead typically associated with multipleresulting in a reduction in the amount of machines, systems deployment. Documents can be developed, duplicatedconsumables, power and space needed. From a fax perspective, and distributed centrally and the systems administrator doeslinking into the network fax environment reduces costs further not have to manage a fragmented infrastructure consisting ofby eliminating the support overhead for individual modems and multiple fax modems, fax machines, phone lines and MFPs.the need for individual phone lines as a networked fax servercan support hundreds of MFPs on each port. Further savings Will an off-the-shelf MFP deliver allcan be achieved through least cost routing, email and internet these benefits?delivery leading to a dramatic reduction in long-distance phonecharges compared to stand alone fax devices. Unfortunately not. The argument for deploying MFPs andBetter productivity and efficiency integrating them into a network fax environment, as opposed tooperating them as stand alone devices with modems andPrinting out and faxing documents is an extremely time dedicated phone lines, is extremely convincing and manyconsuming operation which results in a significant hidden organisations have gone down this route. The benefits outlinedoverhead for many businesses. By streamlining and speeding up above are not, however, automatically delivered by MFPs. Simplythis process, MFPs can improve business efficiency, speed up connecting an MFP with its existing interface into a networkcommunications and increase employee productivity risks missing out on the full potential benefits, particularly ifdramatically. Providing a simple to operate interface that allows faxes are sent over the network using SMTP.employees to quickly and easily access the capabilities of theMFP and fax documents in the required format is the key to There are a number of issues that can hinder the efficiency ofoptimising this device. the fax delivery process, reduce the cost benefits or underminean organisation's ability to meet its regulatory complianceCompliance responsibilities.It seems that the world is increasingly regulated and organisations The following issues should be considered:now have many more legal obligations to safeguard the securityand accuracy of information they hold and use. The plethora of Fragmented Audit Trailregulation includes Sarbanes-Oxley (SOX), the Freedom of Many MFPs include... [download for more]