Groves Funding Corporation - Fax Everywhere

Challenge
Groves Funding Corp. needed a more efficient way to process the large number of faxes they receive everyday at multiple locations. These documents could contain sensitive information, so the system had to be secure and confidential. They wanted the system to help organize these documents, provide a means of archiving each fax, and allow for easy retrieval by the appropriate individuals. Often, these documents would be used by several people simultaneously during processing, which required their administrative staff to manually copy and distribute the documents.

Strategy
Provide a system that would replace printed faxes with an electronic document that could be sent in an email or forwarded to a fax machine or both. Enable individuals to receive faxes directly, or allow certain faxes to be distributed automatically to the required members in a group. Protected access to individual and shared documents was given a high priority. It was decided that this increased functionality should not negatively impact their current IT staff.

Tactics
Implement the use of MFM's Fax Everywhere service for each individual and group that received faxes in the company.

Result
Groves experienced an immediate improvement in productivity and effectiveness of the administrative staff. Inefficient manual procedures were replaced by automated routing. Every individual and group received private fax numbers and started receiving faxes directly in their e-mail. All faxes are archived, providing historical data and an audit trail. Tiered access provides password protected security even when retrieving documents through a browser on the Internet. The need for having faxes resent due to lost pages or incomplete fax transmittals virtually disappeared. Since Fax Everywhere is a service, there were no large capital expenditures for hardware, no additional technical personnel were required and they receive the benefits of every upgrade made to the system the moment they become available.