Mainpine

Building a Fax Server

Building, installing and running a fax server can be very simple, if you start with the right components. The cost savings are likely to be tremendous with this application, but only if users can work the system, and if it doesn't generate excess support queries. This document outlines what components you will need, and some of the important issues as you decide what to buy.

Choosing the right components

Before you start reading this, make sure you understand the basic requirements for your system. You need to have an idea of how many users there are in your system, and how 'mission-critical' this service will be to your business. That way you can understand where you need to spend the money, and this document will describe the benefits of going to a higher price band for each component.

The three components are:

  • The Server Hardware and Operating System
  • The Fax Server software
  • The Fax board

The Server Hardware and Operating System

This, like any piece of server or multi-user equipment, has to be reliable. You can start with a desktop system or cheap components to save money, but we recommend that you buy a server-grade system from a reputable vendor. If this system needs to be up and running for you to receive orders, for example, then spending a bit of money to make sure it is available is a good idea!

It is possible to have multiple functions on a single server, so you may have the fax software running alongside your email server. If that is the case, you will need to budget performance and capacity to match the extra loading. This is only a realistic option if you are running a small scale system.

Processing power and capacity

With the processing power available today, if you buy a new system it will undoubtedly have a fast enough processor. The system memory required will depend on the fax software and operating system in use, but 256Mb is a good starting point. Hard drive space again is unlikely to be an issue with today's drives, but a few Gb will be required for installation, and then you have to decide how much you need for logs and archives. The absolute minimum will depend on the fax software, but our recommendation is:

  • Processor: Intel or AMD running at 1GHz or higher
  • 256Mb of system RAM
  • 20Gb Hard drive
  • 10/100Mb Network adapter

Almost any new server will meet or exceed these specifications, and unless you are building a very high capacity system, spending money on a higher specification here will not bring you a benefit.

Operating system

There are two basic choices for Fax systems: Microsoft Windows* and Linux*. Generally there is significantly more choice of server software if you opt for a Microsoft system. However, the open source fax server package HylaFAX is available in source and binary format free of charge from www.hylafax.org. Given that there are also freely available server-grade distributions of Linux, this package can offer a very low cost solution. However, administration may be significantly more involved, and not for inexperienced users.

It is a good idea to get a server operating system, as that will provide the right features in terms of multiple user connectivity, and is easier to support and maintain with this kind of application. It is not essential, but it is highly recommended. You should also get a currently supported version of whichever operating system you chose, although you may be limited if you wish to integrate management with your existing systems. We recommend:

Reliability and availability features

This is an important area to spend money on. Loss of service, or loss of data will cost your business, and prevention is the best cure. The features here that are important are:

  • RAID hard disks
    • This allows you to have 2 or more drives arranged in such a way that if a drive fails you lose no data. This can be done in software to save costs, but is an optional feature in hardware on most server systems. If you chose the more expensive 'hot swap' drives, then you can have a spare available, and when a drive fails you don't even need to stop the system running to fix it!
  • Redundant cooling
    • If a fan fails, it is important that the remaining fans still have sufficient cooling power to cope. Again, some systems will allow you to hot-swap fans so you don't have to shut down the server.
  • Monitoring tools
    • You need to be notified if something fails, or if the server is low on space. Getting a system with the right tools will lower the amount of time you have to spend checking things are working. What you choose here will depend on the other systems you have installed.
  • Support contracts
    • This is of course a feature of the vendor or your IT services company rather than your hardware. However, in order to get an available system, you may need help in a hurry when something goes wrong. Some vendors offer guaranteed response times and call-outs as an option when you buy the server. You can buy a call-out contract that will get you an engineer onsite with spares and assistance 24x7 if that's what you need! This is a service we recommend you budget for.

Backup strategy

This server should be included in your backup strategy of course, but the only thing that will regularly change is the configuration, logs and archive. These you must backup frequently, and it is very useful to have some kind of quick restore for a snapshot of the server, that you can then add the latest configuration and data to.

Total backup strategy is a wider topic than this document can cover, and more information can be obtained from your server vendor.

Installation

As with any server, make sure you locate the server in a place where security is in proportion to the importance of the information stored within it. Of course, you should refer to the vendor documentation in getting up and running. It is a good idea to run up the system and check it is working before you install a fax board or the software.

Choosing a Vendor

There are a large range of vendors to choose from that offer the features above. It is important to buy from a company that offer the right level of support. We recommend:

All of these vendors provide a wide range of servers that will fit your particular situation, and the reliability features and support suitable for this type of system.

Budget for the server only

If this system is important to you, and you want a system that will grow, a rackmount server with a RAID 'array' of disks, the right operating system, processing, capacity and a service contract will cost you under $2,500 at time of writing. A budget system without the advanced reliability features can be purchased for as little as $500.

The Fax Server Software

The choice of fax software makes a lot of difference to the user experience, and to how much control you have over it in administration. There are also features such as compression and V.34 fax that will determine how quickly the faxes are sent. The minimum that a fax software package should support is:

  • Multiple ports, and upgrades: Ports/Users and modules as your needs change and grow.
  • V.34 Super G3 faxing, with advanced compression (MMR and JBIG)
  • Client print drivers and/or email integration
    • The user experience is very important. The system needs to be easy and intuitive to use. The two main methods are to have a virtual printer that you send a document to, and email integration. Both work very well, and are familiar processes to the users. Email integration may be preferable if your clients are remote, or more difficult to get to from an admin perspective. Many systems support an SMTP connector that will work with most mail servers. Some will support a 'native' connector for popular systems such as Microsoft Exchange* and Lotus Notes*.
  • Powerful user administration and logging
    • The everyday admin tasks need to be uncomplicated, and you need to be able to grant access to users and groups. Integration with the user accounts from the operating system may make this less of a burden. You also need to have useful information put in the logs!
  • Archiving
    • This is potentially a very powerful aspect of the software. Archiving of incoming and outgoing faxes can be very useful, but there may be several ways you want to do this. Check that the software works as you expect it in the way it archives, to avoid support headaches in the future.

Most vendors will offer a limited trial version of their software. It is a good idea to download this along with the user documentation and experiment prior to making a final decision. This can either be on the hardware you are going to use, or on a test system. You can then make sure that the administration features and user experience is as you want it before committing to a purchase.

Budget for the software

The budget required for software is in direct proportion to the size of your system. Vendors usually either charge a license based on the number of fax ports required, the number of users or a mixture of both. You should expect to pay around $500 for a suitable system for 2 to 4 ports or 50-100 users.

Choosing a vendor

There are many different fax software vendors that support the basic set of features. Beyond that, the features that matter to you will depend on the specific needs of your organisation, and the systems you already have in place.

There are many fax server software vendors that we work closely with on product compatibility. We recommend software vendors based on our own experience of the support they provide to customers, features and stability. For a list of suitable fax vendors, please go to our software compatibility page and see the fax software section.

Installation

This will of course vary depending on the software you choose, but usually it is a good idea to install the fax board and the drivers prior to installing the software. Most software will detect changes if you do it the other way around, but this way is less likely to create problems.

If you are installing a mail connector, make sure you understand what is needed on both your mail and fax servers prior to installation. There may be a particular order in which you need to install the connectors and server, and there may be other required changes to your local network (such as DNS MX records). Consult the user manuals before you begin.

The Fax board

It is likely that you require a minimum of 2 ports to start with, if only to make sure that there is one for send and one for receive to make sure you don't miss faxes. As your company grows, you may need higher numbers of lines, so a solution that has expansion possibilities is important.

There are 3 main types of hardware you can get. We strongly recommend avoiding single-user modems as they are not designed for this kind of application. Mainpine provides multi-port intelligent fax boards with either 2, 4 or 8 analog ports per board in a package that will work in any PCI compliant server. The Mainpine boards use the ITU standard Class 1 and 1.0 interfaces for maximum compatibility. There are also boards available with proprietary (non-standard) programming interfaces available. More information on the choice, and the issues to consider is available in another document titled 'Which board do I need?'.

The basic features that you should look for in a fax board are:

  • Server grade
  • Simple installation and maintenance
  • V.34 Super G3 fax and MMR/JBIG compression, all to reduce phone bills
  • Color capability may be a good feature, depending on the types of content you fax.
  • Universal PCI (3.3V and 5V) and short board form factor to work in any PCI-based server.

Budget for the fax board

Should you choose a Mainpine board, pricing starts for a 2 port V.34 board at $499 MSRP. If you opt for an intelligent board from another vendor, prices start from up to four times higher.

Installation

The type of board you choose will affect how complex the installation is. For example, with Mainpine boards, the installation for Microsoft Windows* requires a .INF script file that installs the board using the standard operating system drivers. The board will be automatically detected, and the operating system will ask for the installation information. Once installed, the board will appear as a set of fax/modems in the relevant phone/modem section of the control panel. Boards with a proprietary interface may have a more complex driver installation, but usually the documentation will tell you how you can check the installation has been performed correctly.

Make sure you refer to the user documentation prior to installation, and that you follow safety and electrostatic handling procedures to prevent damage to yourself, the board and the system!

More information:

If you require more information or advice on your specific needs, our support team will do our best to help you. There are limits to the detail we can go into, and the time we can spend, but our team are experts on fax systems and will try to help you out!

 

 
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