What is this service?
The Online Fax System, powered by XMedius, at the University of Central Oklahoma (UCO), offers a secure and efficient way for faculty, staff, and departments to send and receive faxes electronically. This service eliminates the need for traditional fax machines and paper-based faxing processes, providing users with a convenient and environmentally friendly alternative for fax communication. With XMedius integration, users can send and receive faxes directly from their email accounts or through a web-based interface, streamlining fax workflows and enhancing productivity.
What are the benefits?
- Convenience: Enables users to send and receive faxes electronically from any location with internet access, eliminating the need for physical fax machines and paper-based faxing processes.
- Cost Savings: Reduces costs associated with traditional faxing methods, such as paper, toner, maintenance, and dedicated fax lines, while also minimizing time spent managing fax machines.
- Efficiency: Streamlines fax workflows and document management processes by digitizing fax communication, enabling faster transmission, delivery, and archival of fax documents.
- Security: Ensures the security and confidentiality of fax communication through encryption, authentication, and access controls, protecting sensitive information from unauthorized access or interception.
- Integration: Seamlessly integrates with existing email systems and collaboration tools, allowing users to send and receive faxes directly from their email accounts or through familiar web interfaces.
What is covered?
- Electronic Faxing: Enables users to send and receive faxes electronically using their email accounts or through a web-based interface, eliminating the need for physical fax machines.
- Document Conversion: Converts email attachments or uploaded documents into fax-compatible formats, such as PDF or TIFF, for transmission over the fax network.
- Fax Routing: Routes incoming faxes to designated email addresses or fax folders, allowing users to access and manage fax documents conveniently from their email clients or web browsers.
- Notification Alerts: Sends email notifications or alerts to users upon successful transmission or receipt of faxes, providing real-time updates on fax status and delivery.
- Archival and Storage: Stores fax documents securely in electronic format, enabling users to archive, search, and retrieve fax documents easily for compliance, record-keeping, or reference purposes.
What is not covered?
- Physical Fax Machines: While the service facilitates electronic faxing, it does not include the provision, installation, or maintenance of physical fax machines, which are managed separately by departments or individuals.
- Telephone Lines: The Online Fax System does not require dedicated fax lines for transmission, as faxes are sent and received over the internet, eliminating the need for traditional telephone lines.
How to access the service?
Faculty, staff, and departments can access the Online Fax System by logging in to the XMedius web portal with their university credentials. Once logged in, users can compose and send faxes, as well as manage incoming and outgoing fax documents through the intuitive web interface.
Service Availability
The Online Fax System is available 24/7, allowing users to send and receive faxes anytime from anywhere with internet access. However, occasional maintenance windows may be scheduled to ensure the reliability and security of the service.
Additional Notes:
- Training resources and user guides are made available in the Knowledge Base on this site to assist users in familiarizing themselves with the features and functionalities of the Online Fax System.
- Feedback from users is welcomed and utilized to enhance the service's usability, reliability, and performance over time.