Cloud Fax Discovery & Assessment Package

Objective

The Cloud Fax Discovery & Assessment Package provides a structured analysis of a customer's existing fax landscape and establishes a validated foundation for migration to Retarus Cloud Fax — including a defined implementation scope and effort estimate.

The service is designed to:

• assess the existing fax infrastructure, flows, and integrations

• analyze inbound and outbound fax processes and application dependencies

• review number inventory, porting requirements, and routing logic

• assess archiving, compliance, and operational requirements

• define a migration approach with sequencing, cutover, and rollback strategy

• produce a scoped implementation plan with effort estimate

The objective is to enter the implementation phase with a precisely defined scope, a validated migration approach, and a reliable effort estimate — eliminating the scope ambiguity that typically burdens larger fax projects.

Typical Customer Scenarios

The service is particularly suitable for customers with:

• legacy fax infrastructure (on-premise fax servers, fax boards, analog/ISDN lines) planned for migration

• application-integrated fax (SAP, ERP, DMS) requiring careful migration planning

• large or geographically distributed fax environments with significant number inventory

• compliance or archiving requirements affecting the migration approach

• prior fax projects that suffered from unclear scope and require structured planning upfront

Scope of Services

Fax Landscape Assessment
Inventory and analysis of the existing fax environment, including:

• current fax infrastructure (servers, boards, lines, existing FoIP or cloud fax)

• inbound and outbound fax volumes and patterns

• number inventory and geographic distribution

• carrier and telephony setup

Flow & Integration Analysis
Analysis of how fax is produced and consumed, including:

• application-based sending (SAP, ERP, DMS, ECM)

• email-to-fax and fax-to-email gateways

• multifunction printer (MFP) integration

• API-based integration

• inbound and outbound routing logic and business rules

• coverpage and template requirements

Number & Porting Analysis
Assessment of the number estate, including:

• fax number inventory and ownership

• porting feasibility and carrier dependencies

• number consolidation or restructuring opportunities

Operational & Compliance Review
Review of operational and regulatory requirements, including:

• archiving and legal retention requirements

• audit and compliance needs

• SLA, failover, and redundancy requirements

Migration Approach & Implementation Scoping
Definition of the migration strategy and implementation scope, including:

• migration sequencing (by site, application, or number block)

• number porting coordination approach and timeline

• cutover and rollback strategy

• defined implementation scope and effort estimate

Deliverables

The service provides:

• Fax Landscape Assessment Report — infrastructure, flows, integrations, number inventory

• Risk & Dependency Analysis

• Migration Plan — sequencing, porting approach, cutover and rollback strategy

• Implementation Scope & Effort Estimate — the defined basis for the implementation package

Delivery Options

Customer Responsibilities

The customer is responsible for providing:

• technical contacts for fax infrastructure, applications (SAP/ERP), and telephony

• documentation on current fax systems, integrations, and number inventory

• information on archiving, compliance, and SLA requirements

• participation in discovery sessions and review of the assessment deliverables

Incomplete infrastructure or number documentation will impact assessment quality and the precision of the implementation estimate.

Assumptions & Limitations

The package covers analysis and planning. The following are out of scope:

• technical implementation, configuration, or migration execution

• number porting execution

• application-side development

• production system changes

Outcome

After completion, the customer receives:

• a comprehensive view of their fax landscape, flows, and dependencies

• a validated migration approach with sequencing and rollback strategy

• a precisely defined implementation scope and effort estimate

• a de-risked foundation for the Cloud Fax migration

Format & Scope