One of the goals of the Managed Print Services project is device consolidation, which is the process of identifying redundant printing devices and eliminating them in favour of shared multifunction devices that cost less to run and are better for the environment.
All of the models of MFD available for SFU departments can have an optional fax module installed. Pricing is listed on the Rates and Cost Tracking page. This fax module will turn your MFD into a fully functional fax machine, both for recieving and sending faxes.
Traditionally, a fax machine prints out every faxed document it receives, and takes in new documents to be faxed via a scanner. However, this method is wasteful of paper and toner, and inconvenient because it requires you to physically access the machine.
A number of alternatives are possible using the new MFDs. The specific method chosen is up to individual departments. Some of the possibilities are listed below.
Scan to Email
Email is the cleanest replacement for fax technology. The process of sending a fax can be mimicked by using the Scan-to-Email feature found on every MFD to send yourself a PDF copy of your paper document, and then forwarding that message to your recipient, optionally with a personal message attached. This option is more secure than faxing and results in higher quality output.
Print to Fax
If the MFD installed in your area has a Fax Module, it can be configured to have a special print queue for faxing. When this is configured, a print job from your desktop machine can be sent to this fax queue along with a destination fax telephone number, and the MFD will send the print job out as a fax instead of printing it on paper.
Fax to Email
MFDs with a Fax Module can be configured with an email address to send incoming faxes to, rather than printing them out on paper. If your department currently has an administrative staff member who sorts through incoming faxes, this process can easily be changed to having them take a look at email attachments and then forwarding them on to the intended recipient. Alternately, if your department leaves faxes in a pile somewhere to be sorted through by whomever is expecting a fax, this process can be converted to having the incoming faxes placed in a shared SFU Connect email folder, and users can remove their faxes from the folder in an analogous fashion.
We recommend that fax-to-email be set up to send to a mailing list or a generic role account rather than a specific individual's email address; this way, in the event of someone leaving or being unable to access email, faxes can still make their way to their intended recipient.