Transitioning Dealer Group of a Top 5 Auto Manufacturer to Cloud Fax Solutions

A subsidiary of one of the top 5 Auto manufacturers, faced challenges managing outdated fax servers crucial for dealership communications. IIS facilitated their transition to a cloud fax platform, streamlining workflows and ensuring compliance with rigorous security standards.

Revolutionizing Dealership Communications with Cloud Fax

Overview

A subsidiary of one of the world’s top five auto manufacturers relied heavily on traditional fax servers to handle warranty claims and service documentation with dealerships. Over time, the aging infrastructure became a liability, plagued with inefficiencies, data management shortcomings, and increasing security vulnerabilities. These challenges threatened critical communications, highlighting the urgent need for a modern solution that could maintain operational continuity while addressing the evolving risks of outdated technology. IIS recognized these issues as a significant barrier to productivity and security and set out to create a tailored resolution.

IIS quickly performed an in-depth analysis of the legacy fax systems, identifying the root causes of inefficiencies and risks. Leveraging its expertise in legacy-to-cloud migrations, IIS worked closely with the subsidiary to design a seamless transition to a cloud-based fax solution. This plan focused on meeting compliance requirements, ensuring data security, and preserving user familiarity to minimize disruption. IIS emphasized creating a robust infrastructure capable of supporting the scale and complexity of the manufacturer’s global dealership operations while eliminating risks posed by outdated technology.

The migration to a secure, cloud-based fax platform was executed with precision to ensure uninterrupted communication. The new solution introduced scalability, enhanced system efficiency, and reinforced data security while integrating seamlessly into the manufacturer’s global operations. By preserving key user workflows, the implementation minimized retraining requirements, ensuring a smooth adoption of the new system. IIS also prioritized compliance with rigorous enterprise standards, addressing regulatory and security concerns inherent in cloud technology.

With the cloud-based fax solution in place, the subsidiary experienced a significant improvement in operational efficiency and communication reliability. Critical dealership interactions, such as warranty claims and service documentation, were streamlined, ensuring dealerships could operate without delays. The new platform not only resolved immediate challenges but also provided a scalable and secure infrastructure designed for future growth. IIS’s comprehensive training and workflow optimization further ensured long-term success, empowering the client to manage the system effectively and maintain smooth operations across its dealership network.

Highlights

  • Implemented Xmedius cloud fax for seamless compliance.
  • Improved turnaround for dealership communications.
  • Enhanced user experience with minimal behavioral changes.
  • Secured sensitive communications through rigorous protocols.
  • Addressed database corruption and restored operational reliability.
  • Reduced administrative burden on dealership staff.
How we do it

The roadmap to resolution

Our process begins with a comprehensive assessment of the client’s existing fax infrastructure and operational needs. In this case, we identified vulnerabilities in their legacy physical fax servers, which suffered from insufficient maintenance, outdated patches, and system corruption due to external attacks. Our team immediately engaged to understand user workflows, legacy interactions, and specific compliance requirements. By leveraging deep expertise in both legacy and modern fax systems, we designed a roadmap to migrate their critical faxing operations seamlessly to a cloud-based solution.

The transition roadmap focused on user experience continuity and enhanced security. We presented a variety of solutions, and the client selected XMedius as the cloud fax platform due to its compliance readiness and user familiarity. Our professional services team handled deployment, onboarding, and training to ensure minimal disruption. We collaborated closely with the client’s teams to standardize processes, address inefficiencies, and meet rigorous global security standards. This approach not only restored fax operations but also modernized their infrastructure, providing a scalable, resilient solution aligned with enterprise needs.

  • The client’s legacy fax servers, long neglected due to outdated infrastructure and a lack of in-house expertise, experienced catastrophic failure. This was compounded by a severe security breach that compromised the servers and disrupted vital communications with dealerships. These systems, essential for transmitting warranty claims, service notices, and recall information, were rendered close to inoperable, leaving the network of dealerships unable to process critical documentation. The outdated hardware, lack of maintenance, and security vulnerabilities highlighted the pressing need for a modern, secure, and reliable fax solution to restore and sustain operations.

  • IIS quickly mobilized its team of fax technology experts to address the crisis. Leveraging years of experience with legacy systems, IIS conducted a thorough assessment of the issues and developed a customized migration strategy. The solution was Xmedius Cloud Fax, a modern, scalable platform that aligned with the client’s stringent compliance and security standards. Importantly, Xmedius maintained the familiar user interface and workflows, minimizing operational disruptions. IIS not only transitioned the client’s systems to the cloud but also implemented robust security measures to prevent future vulnerabilities, ensuring long-term operational resilience.

  • The deployment of Xmedius Cloud Fax enabled the client to resume critical dealership communications swiftly and securely. This cloud-based system improved communication efficiency by eliminating the complexities and risks associated with legacy infrastructure. IIS provided comprehensive training to the client’s internal IT team and application teams, empowering them to manage the new platform confidently. Additionally, IIS optimized workflows, reducing redundancies and aligning processes with modern best practices. The result was a seamless transition that not only restored operations but also future-proofed the client’s fax communications, delivering enhanced reliability and security for their dealership network.

    • Big Improvement

    “We made the recommended registry changes and after that the FaxUtil got loaded in about 2.2 seconds. That was a big improvement in performance. Thanks for your support.”

    Dir. IT Operations

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