E-Fax Migration and Solution

The Vendor is required to provide electronic fax (e-fax) migration solution to replace existing analog fax lines and consolidate current fax services into a single, centralized system.
- The system must also integrate agency existing e-fax lines into a unified platform to streamline system administration, improve reliability, and support ongoing operational needs.
- Solution must support the secure transmission and receipt of confidential information through features such as encryption, access controls, and audit capabilities, and must comply with applicable federal, state, and local privacy regulations.
- Implement and maintain a centralized electronic fax (e-fax) solution that enables authorized staff across all offices to securely send and receive faxes electronically while meeting applicable security, privacy, compliance, and service level requirements.
- Implementation and migration
•    Assess and port approximately seventeen (17) existing analog fax lines into the e-fax system.
•    Assess and, as necessary, port approximately ten (10) existing e-fax lines into the centralized eFax solution.
•    Provide specifications and requirements for any server, infrastructure, or system components needed to support the e-fax environment.
•    Configure, install, and test all required e-fax system components.
- Security and compliance
•    Ensure the e-fax system complies with all applicable federal, state, and local privacy and data protection regulations governing the transmission and storage of sensitive client information.
•    Implement security controls including, at a minimum:
o    Encryption of fax data in transit and at rest
o    Role-based access controls and user authentication
o    Audit logging of fax transactions and administrative activity
•    Ensure that fax transaction logs are retained in accordance with agency records retention policies and applicable regulatory requirements.
•    Support secure storage and controlled access to faxed documents placed on shared network drives.
•    Notify agency of any security incidents or data breaches in accordance with agency incident response and notification requirements.
- Training, support, and maintenance
•    Provide administrative training to designated agency staff, including system management, user access controls, reporting, and audit functionality.
•    Provide ongoing system maintenance, updates, and technical support throughout the contract term.
•    Support future scalability, allowing additional fax lines to be added to the e-fax environment as needed by agency.