Hybrid Fax & Cloud Services for a Top 10 Biotech Company

A leading biotech organization sought to streamline communication and IT operations. With five disparate systems, unpredictable costs, and fragmented support, the company turned to IIS to centralize services and bring consistency, visibility, and stability to their infrastructure.

Centralizing Communication With the Cloud

Cloud Innovation

A Top 10 Biotech Company relied on five separate fax and cloud systems across various departments to support documentation, regulatory communications, and internal processes. However, over time, this decentralized model became increasingly costly and unpredictable. Each department operated independently, signing individual contracts with vendors, leading to variable pricing structures, inconsistent service levels, and no unified oversight. Their inability to forecast or control expenses, combined with limited vendor responsiveness, became a strategic liability.

IIS was asked to perform a system health check. Having provided layover support in for components of the company’s fax infrastructure in the past, IIS was already a trusted partner. The biotech company knew it could count on our expertise in fax consolidation, cloud migration, and reliable support.

The IIS Expert evaluated four potential solutions that met the company’s stringent compliance, functional, and operational needs. While none of their existing vendors could meet these requirements, one IIS Vendor Partner fit the requirements: Concord Fax, a cloud-based fax platform capable of handling the scale, integration, and compliance needs of the biotech company. Our recommendation included not just the platform but a complete service wrapper—ensuring round-the-clock support, cost transparency, and improved system performance.

After onboarding with Concord, IIS managed the full deployment and changeover. While the core infrastructure addressed major concerns like support responsiveness and cost predictability, new needs emerged post-implementation, including more granular group-based workflow configuration. These details, only identifiable after rollout, are now being addressed by IIS in close collaboration with the client. The transformation journey continues, and IIS remains a committed partner, actively resolving new challenges and ensuring the platform evolves with the organization’s growing needs.

Highlights

Consolidated 5 siloed platforms into a single integrated solution

Transitioned from 4 legacy cloud services to a single cloud fax partner

Eliminated inconsistent vendor pricing, and replaced unresponsive vendors by moving to one contract

Improved cost visibility with centralized billing and usage tracking

Enhanced user experience with organization-wide workflow customization

Strategic Evaluation & Smart Consolidation

Bringing Clarity to Chaos: IIS's Solution for a Top 10 Biotech Company

IIS began by conducting a full discovery across the client’s existing systems. Our team mapped out the organizational pain points, including inconsistent service terms, siloed IT contracts, and the inability to hold any single vendor accountable. The client knew they needed change, and due to their past experience with IIS’s strong support model for fax systems, they asked us to lead their evaluation and consolidation process.

We facilitated the vendor review and aligned the client with a single, enterprise-ready cloud fax provider. Importantly, our solution accounted for not only technical needs but also cultural and workflow expectations—ensuring staff adoption and operational continuity.

  • The biotech company’s fragmented IT model created cost unpredictability and exposed gaps in vendor accountability. Each department independently managed its communication tools, leading to inconsistent support, misaligned contracts, and regulatory risks.

  • IIS responded with a strategic evaluation of four vendors, ultimately recommending Concord Fax as the best-fit solution. The proposal emphasized security, scalability, compliance, and user familiarity—balancing functional needs with future-ready infrastructure.

  • The company successfully transitioned to Concord Fax under IIS’s guidance. The new platform brought centralized control, transparent billing, and improved support. Post-deployment, additional needs around workflow customization were identified, and IIS is actively working to implement them. The transformation continues, with IIS as a committed long-term partner.

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    With over 30 years of experience, Instant Info Systems has perfected enterprise consolidation for fax and larger communication systems, helping organizations streamline their operations and unlock new levels of efficiency. By unifying organizational solutions across multiple locations, we are able to significantly reduce administrative overhead, freeing up valuable resources that can be redirected 

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