Fragmented fax server infrastructures can pose several challenges for large enterprise IT teams or customer system integration partners. The most critical challenges associated with managing distributed messaging landscapes fall into four areas:
1. Lack of centralization leads to higher total cost of ownership
In complex fax infrastructures, each business unit may have its own independent fax server setup, resulting in a lack of centralized management. This massively degrades the efficiency of the IT service management process, resulting in significant effort to monitor, control and update all fax systems.
Especially for system integrators focused on unified integration solutions across multiple customer environments, this inconsistency creates high costs per integration project.
Moreover, it increases the total IT infrastructure costs due to underutilized resources. Each fax server requires its own dedicated hardware, software and maintenance. This leads to unnecessary duplication of resources.
Retarus Cloud Fax eliminates the need for additional hardware and software investments when scaling fax capacity. As business needs change, the solution allows seamless expansion or reduction of fax capabilities, ensuring optimal use of resources. This reduces costs and at the same time eliminates the complexities of managing multiple fax servers.
2. Limited scalability with high complexity of operations
With a fragmented setup, it can be mission impossible to continually scale up and down fax server resources to meet changing business needs. Adding or removing fax servers, integrating with other systems, or expanding capacity is complex and time-consuming, often causing delays and potential downtime.
Managing and supporting multiple fax infrastructures requires ongoing efforts from customers’ IT teams or systems integration partners. Maintenance tasks such as software updates, patches, and troubleshooting cannot be streamlined when multiple vendor technologies are implemented, leading (again) to increased costs and potential downtime .
As a cloud-based solution, Retarus takes care of updates, patches and troubleshooting, freeing IT resources from performing routine fax server maintenance tasks. Dedicated support and service management teams assist throughout the adoption and continued use of the solution. Their expertise and guidance helps bridge skills gaps, ensuring a smooth transition to the cloud, ending any concerns about lack of in-house knowledge.
Retarus’ redundant platform with globally distributed data centers minimizes the risk of disruptions or outages. IT managers can rely on a robust infrastructure to maintain fax services even in difficult situations.
As a result, customers’ IT management and their integration partners can focus on more strategic initiatives rather than day-to-day operations.
3. Onboarding Challenges and Inconsistent Admin Experience
Setting up systems scattered across different departments is a time-consuming mission. Nevertheless, integration with enterprise applications such as a document management system or a CRM system is essential to effectively support business processes.
The integration of each fax server with associated applications generally brings its own interfaces, formats and limitations. This makes it difficult for IT managers to achieve seamless data exchange and workflow automation. Additionally, all components usually have their own management portals, administration tools, or even old-fashioned log files to track fax performance, manage users, and manage incidents and change requests. These inconsistencies in the admin experience and lack of standardization frustrate admins and hinder productivity.
Retarus Cloud Fax seamlessly integrates with existing business systems including document management, CRM databases, ERP platforms or any business applications. By eliminating manual steps and increasing interoperability, companies achieve higher productivity and smoother business operations. Especially useful for system integrators, who can take advantage of Retarus’ extensive portfolio of standard APIs, connectors and even custom integration options to easily connect and streamline fax workflows between different client systems.
4. Security Risks and Lack of Unified Reporting
Customers and their integration partners must ensure data confidentiality, enforce security protocols, and comply with changing regulations on fragmented fax server systems.
Security risks and compliance challenges multiply across fragmented infrastructures. Each server may have different security measures and protocols, making it more difficult to apply consistent security policies. Ensuring data protection, audit trails and regulatory compliance requirements such as HIPAA or GDPR becomes more cumbersome.
Complex integrations tend to lack comprehensive analytics and reporting features. IT management often struggles to collect and analyze fax usage data, trends, or performance metrics, which limits their ability to optimize resources and identify potential problems.
Overcome complexity with centralized fax infrastructures
Retarus cloud services cover high security and compliance by providing a robust framework to protect sensitive information. This includes encryption of data in transit and at rest, ensuring the confidentiality and integrity of fax communications. Additionally, Retarus adheres to all industry and legal compliances such as GDPR and HIPAA.
Built-in advanced analysis and reporting capabilities give IT management valuable insight into fax usage, performance metrics and trends. These analyzes enable informed decision-making, optimization of resources and identification of potential problems before they affect operations.
Retarus fax reporting offers several benefits to customers and their IT management. By providing reports on fax transmissions to support regulatory compliance, they can effectively reduce the risk of regulatory violations. Compliance reports can help businesses comply with regulations such as HIPAA and GDPR. Additionally, fax reports can provide insight into fax usage patterns, allowing customers to identify inefficiencies and optimize their fax communications.