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Organizations depend on fax for secure, compliant, auditable, and reliable communications. Fax use is expected to remain high, and will increase yearly as millions of business-critical documents continue to be faxed every day.  With voice over IP (VoIP) now commonplace, fax over IP (FoIP) allows organizations to exchange high volumes of these business-critical documents over their VoIP networks.

For companies extending communication strategies with IP-based document delivery, using software-only fax solutions such as RightFax helps facilitate these efforts.  This also future-proofs an IP network investment by providing a scalable architecture and easing the transition from traditional PSTN to IP communications. Importantly, RightFax integrates directly with all the most popular business systems, including those provided by market leader CISCO. RightFax 10.5 is duly certified by CISCO to work with Cisco Unified Communications Manager (CUCM) and Unity Connection version 9, and has been recently approved for CISCO’s Solutions Incentive Program (SIP). RightFax 10.6 is now tested and certified with Cisco Unified Communications Manager (CUCM) 10.5 and Unity Connection 10.

Effective FoIP solutions leverage IP network resources, enhance unified communications, and speed investment returns on IP equipment and VoIP applications. Additional benefits include:

  •     Improved document and communication security
  •     Reduced document delivery costs
  •     Resource consolidation
  •     Simplified IT management
  •     Bridged data and voice networks
  •     Enhanced compliance (i.e. with HIPAA, SOX, GLBA)
  •     Server virtualization

Centralizing and consolidating fax also reduces administrative costs, eliminates fax machines and consumables (often by leveraging MFPs), and unifies voice, fax, and data onto a single network.

www.atechnologies.com

(Originally posted on OpenText Fax Solutions Blog)


Many of our customers in the healthcareindustry leverage RightFax to assist in HIPAA compliance. The rules are getting stricter as the Department of Health and Human Services is implementing tougher penalties for violations of HIPAA. Under the final rule as part of HITECH Act, the maximum penalty for a HIPAA violation comes to $1.5 million. The way the penalty is assessed is determined by the nature of the violation. This includes*:
  • If the covered entity or business associate did not know of the violation and would not have known of the violation by exercising reasonable diligence, the penalties are no less than $100 and no more than $50,000 per violation, with an annual cap of $1,500,000 for identical violations.
  • If the HIPAA violation is due to reasonable cause and not to willful neglect, the penalties are no less than $1,000 and no more than $50,000 per violation, with an annual cap of $1,500,000 for identical violations.
  • If the HIPAA violation is due to willful neglect, but was corrected within 30 days of the covered entity or business associate discovering the violation, the penalties are no less than $10,000 and no more than $50,000 per violation, with an annual cap of $1,500,000 for identical violations.
  • If the HIPAA violation was due to willful neglect and was not corrected within 30 days, the penalties are no less than $50,000 per violation, with an annual cap of $1,500,000 for identical violations.
RightFax enterprise fax and e-document delivery solutions support compliance by digitizing paper-based protected health information for private, secure, and auditable electronic distribution. 

Here are top 5 ways RightFax supports HIPAA & Regulatory Compliance: 

  1. Restricts Access to Protected Health Information 
  2. Provides a Centralized Communications Hub For Protected Health Information 
  3. Secure and Encrypted Electronic Delivery of Protected Health Information 
  4. Tamper-resistant Information Transmission and Receipt
  5. Improved Health Information Tracking and Storage
With more than 10,000 information exchange solutions deployed worldwide in the healthcare industry, RightFax is the leading fax server software solution. Data security, privacy, and sovereignty are key components of any RightFax solution, providing reliable exchange of even the most sensitive records whether via on-premise or in the cloud with multiple cloud deployment options.

For additional information or to speak with one of our software specialists please call us toll free at 1-866-730-1700 or email us atThis email address is being protected from spambots. You need JavaScript enabled to view it.

*45 C.F.R. § 160.404(b)(2) The complete Omnibus can be found here.

Save up to 70% when switching to RightFax!


-Are you are tired of supporting your unreliable legacy fax server and fax boards? 

-Do you want to virtualize your fax server? 


-Have your fax boards reached end-of-life? 


-Looking for a more reliable fax server solution? 


-Do you want to run a single fax server system for all your inbound and outbound faxing from the desktops, MFP devices and your custom application, healthcare system or ERP platform? 


If you answered yes to any of these questions, then RightFax is the software for you! 


Until June 30, 2013, customers who replace their current, competitive fax server software with RightFax 10.5 can take advantage of deep discounts under our exclusive Advantage Competitive Upgrade Promotion!


Owners of competing products that purchase RightFax software can receive up to a 70% discount on their order of RightFax, Legacy or FoIP channels matching the current number of fax channels on the existing fax server system, and like connectors and modules.*


Advantage Technologies can help you determine what RightFax software edition will be the best solution for your organization. We offer a complete line of support contracts and certified professional services to get your system up and running fast.


Contact Advantage Technologies at (866) 730-1700 or by email This email address is being protected from spambots. You need JavaScript enabled to view it., to learn how to transition your existing, legacy fax server platform to a virtualized RightFax system. Customers can leverage media gateways, fax gateways, IP-based phone systems and SIP Trunks and can also easily configure RightFax to meet business continuity requirements. Visit www.atechnologies.com to learn more about RightFax, RightFax integrations, Fax over IP and other related products.


*Certain terms and conditions may apply. Please speak to your Advantage representative for more information.


FIND FAXES FASTER WITH NATIVE SEARCHABLE PDFS

pdf

 

 

 

RightFax 10.5 offers a file format called "Searchable PDF" which as its name implies, creates a searchable portable document file (PDF) after applying an OCR procedure on the captured fax. PDF is the chosen format because of its ubiquitous availability and readability virtually worldwide. Once optically recognized, indexed and stored, the fax is able to be searched more accurately. 


Once recognized the faxes can be sent to an email gateway (e.g., SMTP, Exchange or Lotus), a network folder (where it can be searched), or directly to the RightFax XML Generator for integration into other Content Management Systems, or any applications that can ingest XML data, including numerous multi-function products (MFPs). 
Features and benefits:

  • Applies OCR to incoming faxes, converts to a searchable PDF    
    • Conversion process can be run remotely for optimal load balancing and availability, reducing manual processes and increasing productivity
  • Delivers faxes with searchable content as PDF files
    • Delivers OCR results to either a Network Folder, Email, or a Network MFP, streamlining workflow efficiency and reducing error
  • Sends faxes a searchable PDFs from MFPs and XML Generator
    • Optionally integrates with RightFax XML Generator for integration to other applications or MFPs, leveraging existing IT investments
  •  Faxes are sorted with searchable content
    • iFilter indexing plug-in is used to create the PDF index
    • Desktop searches can be performed by anyone with a typical desktop search engine
    • Search engines look for a match within an index
    • Improves worker productivity and reduces risk associated with document handling requirements
searchable pdf
 

SUMMARY:

I receive the following Warning in my application log. Error ID 3313

Event Type: Warning
Event Source: RightFax Database Module
Event Category: None
Event ID: 3313
Date: 7/11/2008
Time: 7:45:01 AM
User: N/A
Computer: TIMMAY
Description:
GRQ:Another thread or server claimed request CCD8E5A7-219A-4A0B-9ED3-1432A1DFC92C, [PID:3,TID:2].

SOLUTION:

This warning is normal and there is no need to worry about it.

Seeing it simply means that two or more database threads (local or remote server) tried to pick up a job at the same time. The database module is just letting you know that this happened. The first thread to pick up the job will process it normally.



new ati bbt logo

 

If you were unable to attend our very informative webinar on March 20th about SIP Trunking with RightFax and babyTEL, you can download the webinar from our website by clickinghere. Advantage Technologies teamed up with babyTEL to provide you with a robust, efficient, and customizable RightFax and T.38 SIP Trunking solution. This webinar discusses the benefits babyTEL SIP Trunking can provide for your fax environment. Here are some highlights about leveraging RightFax with babyTEL SIP Trunking:

  • No need for a fax gateway
  • Eliminate your T1/PRI lines for fax 
  • Virtualize your fax environment
  • Easy to deploy, highly available with natural redundancy 
  • Real time T.38 fax encryption over the internet 
  • Fax optimized billing Consolidation of RightFax and SIP Trunking support with Advantage


For additional information, please visit our RightFax with babyTEL SIP Trunking page by clicking here.


Did you know that Advantage Technologies is a GSA certified and approved vendor for RightFax software, support and installation in the public sector? We have been awarded a Schedule 70 contract by the U.S. General Services Administration. GSA Schedule 70 provides federal agencies on a worldwide basis with information technology (IT) and telecommunications hardware, software, and professional services. Please visit our RightFax for Government Agencies page for more information about our contract and to learn more on what RightFax can do for government organizations. You can view our contractor information page at the GSA Advantage site here.


Although fax was first patented in 1843, and the modern fax machine created in 1964, faxing has evolved and maintains its usefulness as a secure way to send documents. We have customers who regularly fax over one million pages per month, and is an integral part of their business processes.  While we understand that not every organization will send that amount of fax volume, all companies want a secure, reliable, and auditable way to transmit important information. 

According to a recent report by Davidson Consulting (a firm specializing in market research and consulting covering fax communications), the fax market will grow from $385 million in 2011 to $700 million in 2016, a 12.1% CAGR (compound annual growth rate), and that OpenText (RightFax) is the clear market leader.  Still not convinced?  Here are some reasons why faxing, especially with RightFax, is critically important for many of our customers:

  • Worldwide acceptance- Faxing is established as a strong communications medium used all over the world with set standards.
  • Confirmed delivery and receipt- After a fax is successfully transmitted, each party is notified, so that you can guarantee your message has been sent. RightFax makes it easier with notifications sent straight to your inbox.
  • Secure- Fax is a point to point transmission that uses the world wide public switched phone network for its transport and considered a very secure medium for transmitting information. 
  • Auditable and Traceable- After a fax is sent, a notification appears on both sides of the transmission, showing the time the fax was sent and the destination. With RightFax, you can log your fax transmissions so that there is a record of every fax sent or received, with a trail of every person who touched the fax. This fax record leaves a trail that is fully auditable.
  • Integrations- RightFax has hundreds of integrations that allow you to leverage your existing IT infrastructure.  Office 365, SAP, Oracle, Exchange, MFP devices are only the beginning… 
  • FoIP- You can leverage your existing voice over IP (VoIP) setup with fax over IP (FoIP) ,saving money on telephony costs while virtualizing your environment.  
  • Legally binding-Faxing legal documents, like signed contracts, remain legally binding since the document only passes between two parties. 
  • Easy to use- Sending a fax can be as easy as pushing a button, and with RightFax, you can fax straight from your desktop.

Problems sending or receiving faxes due to missing BFT folder

SUMMARY:

If you have problems sending and receiving faxes, inbound faxes may arrive on the fax board but do not show up in FaxUtil. Outbound faxes remain showing in FaxUtil with a status ofWaiting To Be Sent.

The Windows Event Viewer > Application Log may show the following error messages:

RightFax Server Module

Event Type: Error
Event Source: RightFax Server Module
Event ID: 3312
Computer: SERVERNAME
Description: BCSC:Boardserver BOARDSERVER_NAME is unable to access path D:\PROGRA~1\RIGHTFAX\BFT\ (error 3).

RightFax BoardServer Module

Event Type: Error
Event Source: RightFax BoardServer Module
Event Category: None
Event ID: 3315
Computer: SERVERNAME
Description: CHKACCESS:Error 3 creating file 'C:\PROGRA~1\RIGHTFAX\BFT\00000000.BST'.

RightFax Lotus Notes Gateway

Event Type: Warning
Event Source: RightFax E-mail Gateway Module
Event ID: 3317
Computer: SERVERNAME
Description: [Config] Cannot access BFT path [C:\PROGRAM FILES\RIGHTFAX\BFT\].

SOLUTION:

Resolution: Recreate the BFT folder

  1. Open Windows Explorer on the RightFax Server.
  2. Browse to the \RightFax folder.
  3. Create a new folder called BFT.
  4. Stop and restart the RightFax BoardServer Module on all BoardServers.
  5. Stop and restart the RightFax E-Mail Gateway Module.

sap-rightfaxSAP is one of the leading providers of business management software worldwide. The SAP integration with RightFax creates tremendous value for the organizations that rely on SAP every day. The RightFax integration is SAP certified, and is powered by the NetWeaver technology platform. This provides greater efficiency when processing orders and other processes that require fax automation. To learn more about SAP integration, please click here. 


Your files are not converting into PDF format for outbound faxing.
 
Solution:
In order to convert PDF files for outbound faxing, the RightFax server must be licensed for the PDF module. If you are not licensed and would like more information, then please contact Advantage Technologies Inc at (866) 730-1700.
 
 
 
If you are licensed please follow the steps below to verify setup: 
  1. Open Enterprise Fax Manager (EFM)
  2. Select your ServerName (TCP/IP) on the left-hand side
  3. In the bottom right, you will see a list of RF services. Double-click "RightFax WorkServer(#) Module"
  4. Select one of the workserver from the left menu (preferably #3)
  5. Highlight "Postscript" from the list and click "OK

Control-F10 is a keystroke you can use in FaxUtil to show different lists of faxes. Normally this is just a list of faxes per minute time slot. But if you change the sort order on the list, you can get tallys of faxes based on that sort order. It’s very cool and one of those hidden features of RightFax.
ctrl-f10

On February 12, President Obama signed an Executive Order on Improving Critical Infrastructure Cyber security (EO). The EO puts in place measures to encourage information sharing between the government and private industry, as well as measures to put in place “voluntary” cyber security standards for critical infrastructure.  According to the executive order, the repeated cyber intrusions into critical infrastructure demonstrated the need for improved cyber security. The government concludes that information sharing is needed to ensure that both private and government actors had the latest available cyber threat information. They are creating a Voluntary Critical Infrastructure Cyber Security Program for private critical infrastructure owners. There will be a requirement that government agencies may start assessing that if current regulatory security requirements are sufficient, and if further changes may be imposed to improve cyber security measures. Much of the impact of the EO will likely turn on how stringent the voluntary cyber security standards that it creates will be, thus changing the current regulatory standards like Sarbanes-Oxley, HIPAA or the Graham-Leach Billey Act.
 

With the ever increasing importance of cyber security, implementing a secure way of transmitting information is as important as ever. It is vital that organizations have a secure way of sending and receiving sensitive documents, minimizing the risk of a security breach, and complying with current and future government regulations. Faxing remains one of the most secure methods for a business to transmit critical information. An organization may have to provide documented proof of compliance with the information security standards that govern their business. RightFax offers a safe and proven method to ensure your information is exchanged securely, while increasing efficiencies and supporting compliance.  The RightFax SecureDocs connector allows you to send and receive email securely, without sacrificing the security and auditing features of RightFax 


When you click the Fax button, you'll get a condensed version of the New Fax Dialog. Enter the name of the person you are sending a fax to along with their fax number. This will begin to fill in the details of your fax cover sheet. Click done to close the dialog. When you return to the Microsoft Outlook message, you'll see that the To: line has been filled in with a specially formatted string. Now you can enter your subject. The average fax cover sheet typically won't have a subject, so we take that information to fill in the cover sheet notes for the fax. If you enter anything into the body of your email message, that text will become the first page of the fax. 

Attachments in your Microsoft Outlook message become each of the pages after the first page and/or the fax cover sheet. 
 
One of the features you get in the Microsoft Outlook integration is access to the Advanced Faxing Option. On this dialog you can set billing codes, other fields for the fax cover sheet, attach Library Documents defined on the RightFax Fax Server, and much more. 

When you click on send, the message is sent. This message actually starts its life as an email and Microsoft Outlook hands it off to the back-end server called Microsoft Exchange . Exchange looks at the address that you entered at the top and sees that it includes the word: rfax. That's a magic setting which tells Exchange to export the email to a special folder that the RightFax Fax Server monitors. Within a minute or so, the RightFax Fax Server picks up the message, processes it, and sends it out as a single, multiple-page fax, complete with fax cover sheet and attachments.

In order to fax from outlook, you will require the Microsoft Exchange Connector. To learn more about the Microsoft Exchange Connector and other RightFax, Alchemy or FoIP related solutions, please visit www.atechnologies.com 


A large, Midwest-based Insurance company was looking to save money by replacing their existing, manual, stand-alone fax machines with a fax server solution. The system they chose would need to be virtualized, support SIP connections to their existing Cisco IP-based phone system, and would need to be able to route inbound faxes and fax delivery notifications to emails inbox's on their hosted Office 365 Outlook email accounts. In addition, they wanted to automate the delivery of transactional documents generated in their back offices applications and accounting systems.

Advantage Technologies proposed a RightFax fax over IP (FoIP) solution which exceeded their requirements for working in a virtual environment, taking advantage of their Cisco VoIP solution, as well as the ability to integrate with multiple back-office applications and notification features.  Our engineers were able to install a FoIP system which connected to the MFP devices via their network and allowed them to remove all analog phone lines within their enterprise.  RightFax was also able to integrate with their back office applications and maintain the workflow that their end users were familiar with.  Included features of RightFax v10.5 allowed them to access their faxes via web access and their ability to receive notifications to the email desktop were enhanced over their previous solution.  All users now have multiple options to send/receive faxes at a click of their mouse.  The solution saved the company significant monthly cost for the removal of all the analog phone lines and expensive analog fax kits included in the MFP devices. The compliance features of RightFax allowed for a much easier annual audit.

We at Advantage Technologies work hard to provide fully customized, integrated RightFax solutions, meeting and (hopefully) exceeding our clients demands, ensuring every single install works as the customer wishes.


Mayor Bloomberg, Deputy Mayor Gibbs and Health Commissioner Farley announced yesterday, February 7th, that the use of electronic health records (EHR) has led to better health outcomes for the tens of thousands New Yorkers in the critical areas of high blood pressure management, diabetes and tobacco control.  A program that began in 2005, called the Primary Care Information Project, was created to help medical providers use technology to improve efficiency and quality of health care. 
Patients attended by doctors who participated in the program for example, were reminded to take daily aspirin doses to prevent heart disease or counseled to quit smoking. With EHRs, doctors can easily view data on all their patients, which helps them modify routine office practices to help patients, and then evaluating on how well the changes worked. The use of this technology led to improvements in detecting certain preventable health problems, including high blood pressure, tobacco use, high cholesterol, and diabetes. 


The Primary Care Information Project’s great success has been recognized nationally, and has inspired a national incentive to introduce the use of EHR as a way for healthcare providers to improve the care they provide patients. The Office of the National Coordinator for Health Information Technology has funded 62 Regional Extension Centers to help over 132,000 primary care providers adopt electronic health records. To date, more than 8,000 health care providers incorporate electronic health records into their practices NYC REACH members have received over $30 million in federal and state incentive funds as a result of their adoption of electronic health records, which they are reinvesting in their practices. Many of these providers are in private practices operating in underserved neighborhoods in the Bronx, Brooklyn and Upper Manhattan.


RightFax offers many solutions for healthcare providers, providing a cost effective way for managing their fax and document distribution.  RightFax plays a large role in the management of Electronic Health Records, simplifying HIPAA regulatory compliance, as well as making it easy to demonstrate “meaningful use” of EHRs to be eligible for federal funding as offered in the American Recovery and Reinvestment Act  (ARRA).


DocTransport does not route faxes.

SUMMARY:

RightFax 9.0 SP2 / RightFax 9.3 - DocTransport does not route faxes.

SYMPTOMS:

1) DtActivityState table is empty for relavent DocTransport GUID.
2) Boardserver module running, no relavent errors. 
3) Doctransport does not route either inbound or outbound faxes. 
4) Inbound - IPK files are building up in .\RightFax\RFBOARD. 
5) Outbound - Submitted faxes go to 'Problem Scheduling Fax' or 'Unknown Error Reported by Fax Board'.

SOLUTION:

Inbound error messages-

DocTransport Debug has this exact text, except for the channel number:
"RRE: Error 2 The system cannot find the file specified. recording receive event on channel 0 (Legacy)"

- OR -

Application log:

Event Type: Information
Event Source: RightFax DocTransport Module
Event Category: None
Event ID: 3322
Computer: XXXX
Description: RRE: Error 2 The system cannot find the file specified. recording receive event on channel 1 (Legacy).

Outbound error messages-

FaxUtil:

9.0: Outbound faxes go to 'Problem Scheduling Fax'
9.3: Unknown Error Reported by Fax Board

DocTransport Debug:

PH:Received command SENDFAX (1)
Info#1: [Microsoft][ODBC SQL Server Driver][SQL Server]Changed database context to 'RightFax'.
Info#2: [Microsoft][ODBC SQL Server Driver][SQL Server]Changed language setting to us_english.
In #: 7569
PH:Returning result -12

This text will be the same except for the "In #: XXXX" line.

Application Log:

No relavent entries left in Application log.

Resolution-

Stop DocTransport.
Browse to .\RightFax\DocTransport.
Rename ACTLOG.DAT.IMPORTED.[time stamp] to ACTLOG.DAT
(i.e. ACTLOG.DAT.IMPORTED.10-59 PM 10-28-06 to ACTLOG.DAT)
Start DocTransport.

Test functionality. You should also see an entry in DtActivityState with an entry for the DocTransport's GUID.


Have you ever wondered how faxes are sent over an IP network?  There is no magic involved, just a digital solution using two separate protocols – T.30 and T.38 – combined with Dialogic Brooktrout Fax Products

The T.30 fax protocol was designed to be implemented over a network that provides smooth and uninterrupted data flows. Unfortunately, success is not guaranteed when trying to send fax traffic over a VoIP using the T.30 protocol. The nature of an IP network includes latency, jitter and packet-loss that are not tolerated by the T.30 protocol.
That is why the T.38 fax protocol was created to send and receive faxes in real time over a packet network, designed to preserve the traditional fax experience while compensating for the jitter, latency and packet loss that is inherit in all IP networks. Security is never comprised, and the way users send and receive faxes remains the same.


whatisfoip
 

Question: 
Does FaxUtil work on Windows 7? 

Answer:

Windows 7 support for RightFax client applications was released with RightFax 9.4 Feature Pack 1. Please confirm that you are running the 9.4 client with a minimum of Feature Pack 1 applied.



Recently, the Department of Health and Human Services released a pre-publication version of the final Omnibus HIPAA rule (the Final Rule). Among the nearly 600 page rule, there was a short section about MFPs. From the update:


“RULES THAT PERTAIN TO COPIERS, MFDs, FAXING, PRINTERS with HDs: In response to commenters’ concerns that photocopiers, facsimiles, and other office machines may retain electronic data, potentially storing protected health information when used by covered entities or business associates, we clarify that protected health information stored, whether intentionally or not, in photocopier, facsimile, and other devices is subject to the Privacy and Security Rules.

“Although such devices are not generally relied upon for storage and access to stored information, covered entities and business associates should be aware of the capabilities of these devices to store protected health information and must ensure any protected health information stored on such devices is appropriately protected and secured from inappropriate access, such as by monitoring or restricting physical access to a photocopier or a fax machine that is used for copying or sending protected health information.

“Further, before removal of the device from the covered entity or business associate, such as at the end of the lease term for a photocopier machine, proper safeguards should be followed to remove the electronic protected health information from the media.”


Although fax machines and MFP are not made to permanently store information, some information is retained as part of their design (for transmission purposes). Protected Healthcare Information (PHI) may incidentally be stored in the form of a confirmation page or transmission report. If there is a device that is being discarded, coming off lease or sold, make sure that the hard drives are either removed or wiped clean, removing all PHI and freeing you from liability.

While MFPs and fax machines are not designed to permanently store information, as a part of their design, some information is retained. With respect to fax, Protected Healthcare Information (PHI) may be stored in a confirmation page or transmission report. In addition, when MFPs and fax machines come off a lease, the hard drives which store PHI must be wiped clean or removed completely.


RightFax faxing is done with a fax server, and when integrated with an MFP, RightFax controls all faxing functionality, so no PHI is stored on the MFP.