In some industries, regulations require companies that transmit information about a client or patient to keep this information strictly confidential. For example, the HIPAA guidelines published by the US Federal Department of Health indicate that sending confidential patient medical information to a common or shared fax machine does not provide sufficient protection of the content, because unauthorized parties could potentially access this information.
When you send a fax with secure delivery, the
Secure Delivery and Embedded Directives
An Embedded Directive is an encoded key generated by the
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Scan the fax, detect the Embedded Directive, and release the original fax to which it corresponds
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Route the inbound fax to FaxCenter where the FaxCenter user must manually release the original fax that corresponds to the recipient registration (When the FaxCenter user releases the fax, the recipient will become registered with the server as a secure destination.)
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Route the inbound fax to a location such a printer, network folder, or e-mail account where an administrator can retrieve recipient registrations and release the appropriate faxes (When an administrator releases faxes from Recipient Registration Pending, the recipients of these faxes will become registered with the server as secure destinations.
Using combinations of actions
You are not restricted to using just one of these methods of handling inbound registrations—you can use them in any combination that suits your environment.
Routing rules
The server will process an inbound fax based on the routing rules you create. After you determine how you want the server to process these faxes, you must create a rule for each action and order these rules accordingly.
Destination for inbound recipient registrations
When an unregistered recipient receives a fax from the server with instructions on how to register as a secure destination, the fax contains a fax address where the recipient must send this registration. You need to modify the recipient registration notification message so that it contains the appropriate fax address for these inbound recipient registrations. After you do this, you will know that all inbound recipient registrations will be sent to the same fax address in your company. Then you can create the criteria for your routing rule based on this fax address. In other words, you will instruct the server to process all inbound faxes sent to a particular fax address in a certain way.
Note: When a recipient registration arrives on the server, the server applies routing rules to the inbound fax, routes the fax accordingly, and then registers the recipient if applicable. If you have configured a routing rule to modify the fax address of an inbound fax, the server registers this modified fax address—not the original fax address.
Embedded Directives automatic detections
The server can detect inbound recipient registrations automatically using OCR (optical character recognition technology). It searches the inbound fax for the data string that represents the Embedded Directive.
When the quality of the inbound fax is good, the server can detect Embedded Directives reliably. However, when the quality of the inbound fax is poor, or if the Embedded Directive has been distorted in any way, the server might not be able to detect the Embedded Directive.
To ensure that all inbound recipient registrations are processed in a timely manner and the corresponding outbound faxes can be released, you should use a combination of routing rules that can accommodate inbound recipient registrations with Embedded Directives that the server did not detect. Otherwise these inbound recipient registrations will fail on the server and the original outbound faxes will not be released to their recipients. Instead the original faxes will expire in Recipient Registration Pending and fail.
See also
About Recipient Registration Manager Component