As you plan your RightFax migration or upgrade in 2025, the architecture of your fax solution will be one of the most significant decisions you face. This guide offers a clear comparison to help you navigate the critical choices involved.
| Criterion | On premises | Hybrid | Managed (Private Fax Cloud®) | Cloud |
|---|---|---|---|---|
| IT support effort | Reduced vs. paper faxesand physical devices | On-prem benefitsplus reduced telephony management | Offloaded to vendor underindividualized terms of contract | Offloaded to vendor undergeneral terms of service |
| CapEx vs. OpEx | CapEx | Mixed (CapEx for server software; OpEx for telephony) | OpEx | OpEx |
| 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 SMTPand XML | Generally SMTP |
| 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 |
| 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 underindividualized terms of contract | Offloaded to vendorunder general terms of service |
| Data sovereignty/ownership | Full control over server location | Full control over server location | Full control over data center location | Generally limited control, if any |
The time and complexity involved in implementing your chosen fax solution can vary greatly. Here’s a quick snapshot:
| Factor | On premises | Hybrid | Managed (Private Fax Cloud®) | Cloud |
|---|---|---|---|---|
| Local server hardware/VM | Yes | Yes | No | No |
| Telephony equipment | Yes | No | No | No |
| Implementation timeline | Weeks to months(typical of enterprise software)May require additional timeto 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) |
| 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) |
| 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) |
Understanding the cost implications is essential for making the right decision. Here’s a breakdown:
| Expense type | Deployment location | On premises | Hybrid | Managed | Cloud |
|---|---|---|---|---|---|
| Capital | Fax server software | Yes | Yes | No | No |
| Capital | Fax boards or "soft" boards | Yes | Not necessary(on-site telephony is optional) | No | No |
| Operating | Monthly hosting fee | No | No | No | No |
| Operating | Charges per user | No | No | No | Yes |
| Operating | Charges per number | No(but telco may have separate charges) | Yes | Yes | N/A(included with per-number charges) |
| Operating | Charges per fax page | No | Yes | Yes | Yes |
| Operating | License support and maintenance | Yes | Yes(for server software only) | No(factored into service cost) | No(responsibility of application vendor) |
Deciding on the best fax solution architecture for your enterprise can be challenging, especially if you’re unfamiliar with the options. The right choice will depend on your specific needs, existing infrastructure, and long-term goals.
At Paperless Productivity®, we bring extensive experience in architecting enterprise-level RightFax solutions. We offer insights and best practices to help you implement a robust, scalable, and cost-effective fax solution that aligns with your business needs. Whether you’re looking for an on-premises setup, a hybrid model, or a fully managed cloud solution, we can guide you through the process to ensure a smooth transition.