Many ask, what are the advantages and reasons for keeping a fax server on premise instead of using a cloud fax service? Here are the key factors:
Security and Compliance:
On-premises fax servers provide greater control over sensitive data, which is critical for industries like healthcare, finance, or legal, where regulations (e.g., HIPAA, GDPR, PCI-DSS) mandate strict data privacy and security. Keeping data in-house avoids third-party risks associated with cloud services, such as data breaches or unauthorized access. Companies can directly manage encryption, access controls, and audit trails, ensuring compliance with internal policies or regulatory requirements.
Customization and Integration:
On-premises solutions allow for tailored configurations to integrate with legacy systems, proprietary software, or specific workflows that cloud services may not support. For example, a company might need a fax server to work seamlessly with an on-site ERP, such as SAP or a myriad of Electronic Medical Records (EMR) solutions and document management systems such as Onbase from Hyland Software. Custom fax workflows, such as automated routing or specific document delivery requirements are easier to implement and control with an on-premises server.
Cost Considerations:
For organizations with high fax volumes, or where the majority of faxes are incoming and thus ‘no-cost’ with their own Telco, the recurring subscription costs of cloud fax services can greatly exceed the annual software support costs for an on-premises fax server. Companies with existing hardware or IT expertise may find it more cost-effective to maintain their own infrastructure. Most cloud-fax subscriptions are usage based and can be far more costly than managing their own computer based fax system, thus avoiding the costs of a per-page price model.
Most modern-day multi-function printers (MFPs) have APIs or an SMTP feature that enable them to connect to an on-premises fax server. FaxCore has native MFP connectors for HP, Sharp, Konica Minolta, Fujifilm and others. These integrations eliminate the need for a ‘fax-kit’ to be installed in the MFP and it centralizes all faxes sent and received by an organization into one central fax server. This is a HIPAA compliant way to integrate paper based faxing for a fraction of the cost of using phone lines and fax-kits at every MFP.
Control and Reliability:
On-premises servers give companies full control over uptime, maintenance, and performance. They can avoid potential downtimes or service disruptions from cloud providers, which is crucial for businesses where fax communications are mission-critical. In areas with unreliable internet connectivity, on-premises fax servers ensure uninterrupted service, as they rely on traditional phone lines rather than internet access.
Data Sovereignty:
Some organizations, particularly in regions with strict data residency laws, prefer on-premises servers to keep data within their jurisdiction. Cloud services may store data in multiple locations, raising concerns about cross-border data transfers.
Legacy Infrastructure:
Companies with existing on-premises fax infrastructure may find it more practical to maintain or upgrade their current systems rather than migrate to a cloud solution, especially if the setup is already reliable and meets their needs. Staff familiarity with on-premises systems can reduce the learning curve and transition costs compared to adopting a new cloud-based platform.
Privacy Concerns:
Some organizations distrust third-party cloud providers due to concerns about data being accessed, stored, or shared without their knowledge. An on-premises server eliminates reliance on external vendors, reducing perceived risks.
Trade-offs: While on-premises fax servers offer control and customization, they come with challenges like higher upfront costs, maintenance responsibilities, and the need for some level (usually low) of in-house IT expertise. Cloud fax services, conversely, provide scalability, ease of use, and reduced maintenance but may lack the same level of control or compliance assurance for some organizations.
What are the costs for cloud-based fax services?
The standard pricing model is a per page cost, which is usually the same for sent and received fax pages, making it usage based. And there’s the cost for each fax number that is provided, with the cost for Toll Free fax numbers being more than the traditional toll number.
Some voice services, like Ring Central, offer unlimited faxing but read the fine print to understand when ‘free faxing’ runs out. And the reliability is far lower than what an on-premises fax server with reliable Telco service, combined with ‘best of breed’ fax drivers for fax over IP (FoIP) connections.
For companies with heightened security requirements or regulatory compliance requirements, yet not having access to traditional Telco services, which is common for managed applications running in a 3rd party datacenter, there’s the hybrid, AKA Partly-Cloudy option where the fax server application runs on company owned virtual machines yet the Telco lines and phone numbers are in the cloud. FaxCore pioneered this approach nearly two decades ago and the majority of the FaxCore on-premises servers use ETHERFAX, which is a fax-modem in the cloud.
How a Partly-Cloudy deployment works:
Outbound
A fax job is submitted to FaxCore, where the image is rendered, stored and then transmitted to the etherFAX data center for processing. The transport uses secure HTTPS, plus file encryption. Upon completion of the fax, a confirmation is sent back to the FaxCore server, resulting in a notification to the sender of the fax. This process only requires an internet connection
Inbound
Port your current fax numbers to etherFAX, or get new fax numbers. The faxes are received at the etherFAX datacenter, identified as your fax, based upon the number that was called, and the fax is transmitted via HTTPS to your FaxCore server. The fax shows up in the appropriate person’s FaxCore Inbox, and they receive a notification (email most often) that a new fax has arrived. All faxes, whether sent or received, are never stored within etherFAX, but always on your FaxCore server.
For more information and pricing information, please contact sales@faxcore.com or call +1 (720) 870-2900. www.faxcore.com
