Technology is just one part of fax infrastructure modernization. The bigger question is whether your organization simply wants the juice, or needs the total control of planting, watering, and pruning every tree in the orchard.
Below is a practical breakdown of the key OpenText Fax (formerly RightFax) cost drivers for 2026, and how managed and cloud solutions change the equation.
| Cost Area | On-Prem OpenText Fax | Private Fax Cloud® (Managed) | Fax SaaS Application |
|---|---|---|---|
| Infrastructure | Hardware, OS, SQL licenses | Included | Included |
| Telephony | Fax boards / SIP trunks | Included | Included (per-user or per-page) |
| IT Labor | Internal admin required | Managed by provider | Minimal |
| Customization | Full control | Full control | Limited |
| Compliance (e.g., HIPAA) | Depends on setup | Pre-configured but customizable | Varies by vendor |
| Uptime & DR | Customer-managed | SLA-backed | Varies by vendor |
| Billing Model | Capital + maintenance (+ support) | Service agreement | Subscription |
A traditional OpenText Fax server involves hardware provisioning, Windows Server licensing, SQL databases, backups, and security patching. Even in virtualized environments, IT teams must handle capacity planning, monitoring, and DR testing.
A cloud or managed deployment lifts that burden. Private Fax Cloud® delivers the same OpenText Fax platform but runs in a hardened, healthcare-ready environment maintained by experts. You dictate the workflow logic and integrations; we handle the infrastructure overhead.
Budget impact:
RightFax/OpenText Fax is stable software, but it lives in a complex stack: telephony, networking, Windows services, SQL, and more. Maintaining uptime requires unique expertise that spans telecom, messaging, and systems engineering.
Under a managed model, that niche labor cost disappears. Private Fax Cloud includes continuous monitoring, RightFax maintenance, and pre-configured settings for security and compliance. You still control policies and user management, but you no longer need dedicated staff for RightFax administration.
Budget impact:
Telephony remains one of the most variable cost centers in any fax budget. On-premises deployments need SIP trunks or fax boards (Brooktrout, Dialogic, etc.), plus integration with PBX or FoIP gateways.
Cloud and managed OpenText Fax environments simplify this. Private Fax Cloud connects via secure, redundant SIP routes—already tested and optimized for fax traffic. Integrations with EMR, ERP, or document management systems remain intact, using the same RightFax connectors and APIs.
Budget impact:
Unexpected downtime absorbs IT effort, interrupts workflows, delays records transmission, and risks compliance exposure. High-availability OpenText Fax clusters mitigate this, but HA licensing, failover configuration, and testing add their own cost and complexity.
Private Fax Cloud eliminates that infrastructure burden. Depending on your needs, HA and DR are optionally available in the service agreement, preserving your continuity plan without having to design or maintain the architecture.
Budget impact:
OpenText Fax licensing itself doesn’t drive total cost of ownership—the ongoing operating model does. By the time you account for IT labor, telephony, maintenance, and downtime risk, managed deployments often (though not always) reduce TCO for high-volume customers with complex security and workflow needs.
If your goal for 2026 is to simplify operations, standardize integrations, and maintain full control over your fax workflows—without tending servers, patches, or boards—then Private Fax Cloud helps you get the juice without running the orchard.
Private Fax Cloud runs OpenText Fax under the hood but relocates it into a purpose-built, managed environment that’s ready for healthcare, finance, and other compliance-driven sectors.
The Paperless Productivity® team can help you model the total cost of on-prem servers and managed deployments, preserving your existing workflows either way.
Contact us today for a complete RightFax pricing review or to consult a solutions engineer.