As the university modernizes its phone services, departments with existing fax lines have two supported options for converting legacy fax services. These options help reduce costs, improve reliability, and support sustainability efforts by moving away from traditional analog fax machines.
Option 1: Zoom Fax (Recommended)
Best for: Most departments that want to eliminate physical fax machines.
Zoom Fax allows you to send and receive faxes digitally using email or a web portal—no dedicated fax hardware required.
Key Features
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Send and receive faxes electronically (PDF format).
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Fax number can be shared by multiple staff members.
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Incoming faxes can be delivered to a shared email address or group.
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No physical fax machine, paper, or toner required.
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Supports sustainability and waste-reduction goals.
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Accessible from email or the Zoom web interface.
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Included as part of the campus Zoom Phone platform.
Important Notes
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If your current fax number has already been ported to the campus carrier, it can usually be retained.
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If your fax number is still on a legacy carrier, moving immediately to Zoom Fax may require assigning a new fax number.
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If keeping the existing number is critical, the line can be converted to Zoom Fax after the next scheduled port.
Option 2: Voice Gateway (Keep a Physical Fax Machine)
Best for: Specialized use cases where a physical fax machine must remain in service (e.g., legacy workflows, specialized equipment).
A Voice Gateway allows an existing fax machine to continue operating by connecting it to the modern phone system.
Key Features
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Retains a physical fax machine.
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Uses a gateway device to bridge legacy faxing with modern telephony.
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Supports scenarios where digital fax is not feasible.
Important Notes
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Requires on-site hardware and continued maintenance.
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Does not eliminate paper, toner, or physical device dependency.
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Generally considered a transitional or exception-based solution.