Solution architecture is the single most important choice you'll make in your 2025 RightFax migration or upgrade. To help you prepare, we've put together a brief overview of the key decisions and trade-offs you'll need to make.
Generally, there are four ways to implement fax solutions at the enterprise scale:
Each RightFax solution architecture is best suited to certain fax volumes and usage patterns. For most enterprise clients, hybrid and managed models strike a good balance between control and data sovereignty on premises, versus quick implementation and ease of administration in the cloud.
| wdt_ID | wdt_created_by | wdt_created_at | wdt_last_edited_by | wdt_last_edited_at | Criterion | On premises | Hybrid | Managed (Private Fax Cloud®) | Cloud |
|---|---|---|---|---|---|---|---|---|---|
| 1 | IT support effort | Reduced vs. paper faxes and physical devices |
On-prem benefits plus reduced telephony management |
Offloaded to vendor under individualized terms of contract |
Offloaded to vendor under general terms of service |
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| 2 | CapEx vs. OpEx | CapEx | Mixed (CapEx for server software; OpEx for telephony) | OpEx | OpEx | ||||
| 3 | MFP integration | Native (Ricoh, Xerox, Konica Minolta) Universal (SMTP, XML) |
Native (Ricoh, Xerox, Konica Minolta) Universal (SMTP, XML) |
Native (Ricoh, Xerox, Konica Minolta, Canon, Brother, Epson, etc.) Universal SMTP and XML |
Generally SMTP | ||||
| 4 | Software application integration | Many native integrations Multiple APIs SMTP | Many native integrations Multiple APIs SMTP | Many native integrations (can be pre-configured) Multiple APIs SMTP | Generally APIs and SMTP | ||||
| 5 | System uptime service level agreement | Managed by internal IT | Server and software: managed by internal IT Telephony: offloaded to vendor under general terms of service | Offloaded to vendor under individualized terms of contract |
Offloaded to vendor under general terms of service |
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| 6 | Data sovereignty/ownership | Full control over server location | Full control over server location | Full control over data center location | Generally limited control, if any |
Private Fax Cloud implementations typically take just days to weeks, depending on integration complexity. Our highly specialized team handles all set-up and configuration.
Hybrid and on-prem implementations may take longer, and usually benefit from a hands-on RightFax consultant to reduce risk via project planning and implementation.
| wdt_ID | wdt_created_by | wdt_created_at | wdt_last_edited_by | wdt_last_edited_at | Factor | On premises | Hybrid | Managed (Private Fax Cloud®) | Cloud |
|---|---|---|---|---|---|---|---|---|---|
| 1 | Local server hardware/VM | Yes | Yes | No | No | ||||
| 2 | Telephony equipment | Yes | No | No | No | ||||
| 4 | Implementation timeline | Weeks to months (typical of enterprise software) May require additional time to connect telephony |
Weeks to months (typical of enterprise software) No significant telephony deployment |
Days to weeks | Days (if vendor provides new numbers) Weeks (if existing numbers transferred from provider) |
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| 6 | Implementation complexity | Highest | Medium-high (depends on existing telephony) |
Low (requires engagement with decisions and planning, but not hands-on implementation) |
Lowest (minimal configuration decisions) |
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| 8 | Customization flexibility | High (several APIs and complete control over servers) |
High (several APIs and complete control over servers) |
High (several APIs and complete control over servers, via vendor) |
Low (limited to vendor's features and roadmap) |
All fax solutions involve some degree of operating expense. Server-based solutions may entail capital expenses, although it depends on the ownership and location of the server(s) and telephony.
| Expense type | wdt_ID | wdt_created_by | wdt_created_at | wdt_last_edited_by | wdt_last_edited_at | Deployment location | On premises | Hybrid | Managed | Cloud |
|---|---|---|---|---|---|---|---|---|---|---|
| Capital | 2 | dev0paperless | 08/07/2024 03:26 PM | dev0paperless | 08/07/2024 03:26 PM | Fax server software | Yes | Yes | No | No |
| Capital | 3 | dev0paperless | 08/07/2024 03:26 PM | dev0paperless | 08/07/2024 03:26 PM | Fax boards or "soft" boards | Yes | Not necessary (on-site telephony is optional) |
No | No |
| Operating | 5 | dev0paperless | 08/07/2024 03:26 PM | dev0paperless | 08/07/2024 03:26 PM | Monthly hosting fee | No | No | No | No |
| Operating | 6 | dev0paperless | 08/07/2024 03:26 PM | dev0paperless | 08/07/2024 03:26 PM | Charges per user | No | No | No | Yes |
| Operating | 7 | dev0paperless | 08/07/2024 03:26 PM | dev0paperless | 08/07/2024 03:26 PM | Charges per number | No (but telco may have separate charges) |
Yes | Yes | N/A (included with per-number charges) |
| Operating | 8 | dev0paperless | 08/07/2024 03:26 PM | dev0paperless | 08/07/2024 03:26 PM | Charges per fax page | No | Yes | Yes | Yes |
| Operating | 9 | License support and maintenance | Yes | Yes (for server software only) |
No (factored into service cost) |
No (responsibility of application vendor) |
The right architecture isn't always obvious. Unless you've already used and maintained a certain configuration for years, surprises are virtually guaranteed.
At Paperless Productivity®, our team brings decades of combined experience in enterprise-scale RightFax solution architecture and pricing. We offer best practices and illuminate risks and blind spots, so you can count on a resilient, scalable, and cost-effective fax solution.
To schedule a consultation, please reach out today.
