This document shares a list of frequently asked questions regarding the CloudFax service.
Yes, Concord system is HIPAA, PCI, and SSAE16 compliant and any other service being offered will be HIPAA compliant. Learn more.
My concern is Protected Health Information (PHI). We specifically use a landline-based fax for security reasons. I believe we are discouraged from emailing this sort of thing in general, but especially to those with outside email accounts. Will there be a PHI-secure connection with the email-to-fax server?
Documents sent through CloudFax are not stored in the cloud.
Practice good email and desktop hygiene:
No. That would require their advanced AI process, which we haven’t purchased. We have a Business Associates Agreement (BAA) with Concord.
All faculty, staff, and student employees can be enabled for and send faxes - see CloudFax - Enable Office 365 Account to Send Faxes for further details.
Each fax number is assigned to an Office 365 service account (ex: firstname.lastname@example.org) where inbound faxes are received. This service account can also be used to send a fax if the user has permission to send from the account - see Office 365 - Getting Started with Linking Accounts for further details.
Important: At this time, you cannot send faxes using a service account other than the one connected to receive faxes.
Yes, fax numbers will remain the same.
Processes for sending or receiving faxes won't change. The difference is that your office would receive emails with the fax attached, not paper faxes on the fax machine.
Yes, right now they all come in as new fax, but show the sending fax phone number, and the subscriber identification (CSID) in the email subject line.
Less than a minute.
They are all ported to Concord securely.
Yes, just like all faxes now.
Yes, it will. There is a higher cost per page for international faxes based on country. See below for cost breakdown and details.
We will use Manifest groups to manage valid fax senders - all faculty, staff, and student employees can be enabled for and send faxes - see CloudFax - Enable Office 365 Account to Send Faxes for further details.
No, there is no change on their side.
Yes - they will be printed in the order they are attached to the fax email message.
Yes - you can use any email client that can be configured for your Office 365 email account.
No, there is no size limit for incoming faxes.
The total file size for all included attachments cannot exceed 20MB.
Note - see Office 365 attachment size limits.
No, but a workaround would be to add the Office 365 service account's Inbox as a favorite in your Outlook client.
Yes, if you want it to.
No, a notification will not be sent if a fax is deleted from the sender or recipient side.
Yes. You will receive an email indicating, "There was a problem with your fax request, unauthorized sending email address." See complete list of error messages.
Please use the following form to submit a request for a new fax number: https://forms.gle/5V7Dnm9pTJiA7Uw5A
At this time, please contact the CloudFax service team via email@example.com.
Yes, one fax number corresponds to one service account.
There is no hard limit to the number of people who can be added/linked to a service account.
DoIT will do this all initially, and service account owners/authorized admins can manage who is linked to the service account.
Yes. Any Office 365 service account can be connected to a fax number.
Free, until 2022.
In 2022, the actual costs will be reviewed and a decision will be made if campus will continue to cover the costs or if a chargeback process will be implemented.
The CloudFax service uses an Enterprise Outbound - Unlimited Users account at a cost of $150 per month.
The following is a baseline based on our anticipated pricing tier: