As today’s enterprises are ever more environmentally and cost conscious, many businesses are shifting toward a more contemporary, paperless atmosphere with centralized document management to allow for greater efficiency and cost savings. The rise of VoIP in the enterprise – and the infrastructure it requires – has yielded an interesting and rapidly growing segment in IP communications: enterprise fax over IP.

 

An example can be found in Rosen Hotels and Resorts, which opened Shingle Creek, its newest luxury hotel, in the fall of 2006. While developing an IT architecture for the 1,498 room facility, Rosen’s IT team at MTG recognized an opportunity with enterprise fax over IP.

 

If the company were to use manual faxing at Shingle Creek, it would require “countless personal laser printers and an abundance of stand-alone fax machines,” according to Jim Bina, MTG president and director of IT for Rosen Hotels and Resorts.

 

Since opening its doors, Shingle Creek in Orlando, Fla. has relied on Open Text Fax Server, RightFax Edition to provide networked electronic fax services.

According to company officials, since opening its doors, Shingle Creek has relied on Open Text Fax Server, RightFax Edition to provide networked electronic fax services. Employees now send faxes from virtually any software application or from one of the eCopy computers. “Each department’s need for Open Text Fax Server is based on a business need,” Bina said.

 

For reservation confirmations, employees in the reservation center display faxed requests on their screens making it easier to enter information. Then, using eCopy, they record comments and confirmation numbers on the documents before faxing them back to clients. All the tasks are completed without touching paper.

 

Open Text Fax Server is an integral component of Rosen’s digital document management system, Bina explained. More than 870 employees now use OpenText Fax Server for desktop faxing.

 

“Going paperless increases accuracy and speed of document retrieval,” Bina said. “Central, electronic fax management automatically creates more legible files and supplies a reliable audit trail for referencing deliveries and receipts. Easy access to documents enables reservation employees to cut several hours of fax-related paperwork every day. “It leads to a better guest experience. Employees aren’t chasing down documents or so concerned with filing papers. They provide a faster response to customer requests.”

 

Today, Ontario-based Open Text supports more than 20,000 active fax server production systems. Thousands of Open Text users have realized “hard cost savings through the displacement of traditional fax and document management infrastructure,” company officials said.