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Rosen also uses Microsoft SharePoint Server 2003 for sharing documents amongst departments, and the RightFax integration with Cisco CallManager allows all message types (e.g. For instance, Rosen's medical clinic's HIPAA (Health Insurance Portability and Accountability Act) compliance records are now secure versus lying around on fax machines. Communicating via RightFax also enhances information security. via a BlackBerry) when important documents or messages have been received. Employees also can use RightFax to receive instant notifications (e.g.
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There were 45 fax machines in use across all of these locations, and now more than 870 employees use RightFax for desktop faxing. Shingle Creek was only the beginning of MTG's plan to create a paperless, centralized document management environment across all of Rosen's facilities, which also include a medical clinic and an insurance company. In addition, this easy access to documents enables reservation employees to eliminate the several hours of fax-related paperwork that was required daily with the old fax system - leading to a better guest experience."ĮXPAND THE SCOPE OF YOUR DOCUMENT MANAGEMENT SYSTEM "This process also gives clients instant verifications regarding their confirmations - no more waiting for a fax machine to be free. "And they do it all from their desktops without touching paper," Bina states. Then, using eCopy, they record comments and confirmation numbers on the documents before faxing them back to clients. For reservation confirmations, reservation employees display faxed requests on their screens, making it easier to enter information. With this integration, documents are delivered and accessible within Microsoft Outlook, where the faxes are displayed in the inbox alongside voice mails and e-mails.
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The latter is software that enables companies to use their office copiers or scanners to transform paper documents into information that is easily integrated into all business applications. At Shingle Creek, MTG integrated RightFax with the hotel's Microsoft Exchange, Cisco CallManager, Canon MFPs (multifunction peripherals), and eCopy. It enables employees to securely deliver business information from virtually any application via fax, e-mail, print devices, or over the Internet. MORE BENEFITS THAN JUST ELIMINATING PAPERĬaptaris RightFax is a fax server, document delivery, and fax software. "To do so, we worked with IKON Office Solutions to implement Captaris RightFax." "We wanted to automate our paper processes and create a centralized document management system," Bina explains.
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This process not only was susceptible to manual errors, it slowed customer service as well. However, the employees often had to wait to fax back the confirmations because faxes couldn't be sent while others were being received. To confirm reservations, employees entered data into the reservation computer system, handwrote confirmations on the original requests, and faxed them back to clients.
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For instance, all reservation faxes would come to one fax machine at a central reservation desk. "A big part of that initiative involved creating a paperless environment."Īt the other Rosen hotels, manual systems involving from hundreds to thousands of paper-based faxes were the norm for the reservations and banquet center departments. "Our plan was to make this one of the most technologically advanced hotels of its size," Bina says. MTG, which is a subsidiary of Rosen, was tasked with providing the telecommunication and IT infrastructure for the new hotel. Rosen was planning on opening its seventh hotel, the 1,498-room Rosen Shingle Creek, in the fall of 2006. In 2005, the latter company operated six luxury hotels and a medical clinic that serves employees in the Orlando, FL area. Such was the case for Jim Bina, president of Millennium Technology Group (MTG) and director of IT for Rosen Hotels & Resorts.
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Occasionally though, these technology gurus get to build their ideal IT solutions from the ground up for a new facility or business. Maybe a legacy hardware platform needs to be updated or replaced, or perhaps a new acquisition requires integration between two disparate accounting applications. CIOs and IT directors spend a lot of their time focused on streamlining existing technology and business systems.