Message from Instant InfoSystems

As 2006 begins, all of us at Instant InfoSystems (IIS) would like to thank you once again for your business. We value the responsibility that you’ve entrusted us with to design and implement mission critical systems for your enterprise.

In 2005, we continued to enhance our service offerings becoming the first “Captaris Authorized Training Center” in the nation at both our Los Angeles and San Francisco facilities. In addition, our RightFax Support Services team has set the standard for responsiveness and expertise with average hold times of less than one minute and an average tenure of over six years of RightFax experience.

We also opened offices in Chicago, Dallas and Phoenix in 2005 to service your distributed environments. In 2006, we will continue to invest in additional resources and systems to raise your level of satisfaction with IIS’s products and services.

We heard from many of you that you need to provide for long-term, secure storage of fax messages. RightFax Archive Link for Alchemy (RALA) is a long-lasting, reliable and robust archive solution needed to support organizations' record-keeping and compliance goals. Tightly integrated with RightFax, it allows users to easily store, search and retrieve inbound and outbound fax messages and their histories. Consider implementing RALA as part of your organizations Business Continuity strategy.

We’ll continue to work closely with you and your teams to provide the right solutions for your messaging needs. Thanks for your continued collaboration.

Instant InfoSystems wins the NASBA Customer Care Award at Gartner’s IT
ChannelVision 2005
Instant InfoSystems won the NASBA Customer Care Award at Gartner’s IT ChannelVision Fall 2005 Awards held in San Diego. NASBA, The Association of Channel Resellers, is the largest association of independent computer and IT related hardware manufacturers, value-added resellers and IT solution providers.

Of the 250 participants, winners were chosen based on detailed criteria, written submissions, interviews and independent research. Instant InfoSystems received the Customer Care Award for implementing superior programs, strategies and processes, which have enabled the company to deliver exceptional customer service.

“Instant InfoSystems demonstrated an impressive combination of product experience and customer dedication,” said Jim Niekamp, Vice President of NASBA. “From the extensive experience and ongoing training of their technical team, to the long list of awards and record response times they have achieved, it is clear they have an exemplary service model in place that allows them to provide outstanding care and value to their customers.”

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The Importance of Archiving Electronic Documents
As the use and dependence on electronic communications has exploded, so has the governmental and legal scrutiny regarding the storage and retrievability of these communications. Although enterprises in the financial services and healthcare industries face the most difficult data retention requirements, all enterprises in all industries are required to maintain electronic records. For example, brokerage houses must comply with a variety of SEC and NASD requirements that impose specific periods for retention of communications with customers, including requirements that dictate the ease of accessibility to these records for the early part of their storage period.

An organization that does not properly manage its records—electronic and otherwise—faces the potential for serious consequences, including heavy fines. For instance, in 2004 Bank of America Securities was fined $10 million by the SEC for improper archiving of email records. In 2002, five Wall Street brokerages were fined a total of $8.65 million for similar violations.

The ultimate intent of Congress and the Courts with regard to records retention requirements may be signaled by legislation like the Sarbanes-Oxley Act. This Act imposes major financial and criminal penalties for failure to properly maintain records of all types. At present, public companies with market capitalization of more than $75 million are subject to the Act, but all public companies will be subject to the Act as of July 2006.

The most prudent course of action for any organization is to deploy systems that can capture, index and archive all electronic communications—email or fax—and make it accessible rapidly when needed.

Archiving Faxes from RightFax using the RightFax Archive Link for Alchemy
The RightFax Archive Link for Alchemy (RALA) is a long-lasting, reliable and robust archive solution needed to support your record-keeping and compliance goals. As an add-on module from Alchemy tightly integrated with RightFax, it allows users to easily store, search and retrieve inbound and outbound fax messages and their histories. It can archive and index your fax documents, and give you a fast and accurate way to retrieve them at a moment’s notice. You can also purchase a records manager module to apply corporate or regulatory retention policies to your fax documents.

The RightFax Archive Link is a free part but requires both a licensed installation of RightFax and Alchemy with valid support contract. To get started today, contact us at 310-750-7200 or email us at info@instantinfo.com

Take Control of Corporate Messaging and Intelligence with Email Archiving Solutions
Unquestionably, email has become a critical tool for efficient business communications. However, today's enterprises face huge challenges with overtaxed email and file servers, system downtime, expensive infrastructure overhead and administration, reduced employee productivity, and exposure to corporate compliance risks.

ZANTAZ Enterprise Archive Solution (EAS) helps organizations manage their email and file storage, simply and cost-effectively. It provides the ability to create an efficient, searchable archive of email messages and files that assist with the retention, management and control of your digital information. EAS can help your organization fully optimize its storage resources, reduce IT overhead and increase end-user productivity—while ensuring the long-term retention and instant retrieval of email and files in the event of a regulatory investigation or discovery request.

ZANTAZ solutions are used by industry leaders, including 14 of the top 20 securities firms, 30 of the Fortune 100, and 6 of the top 10 global law firms. With over 1 million licenses sold, ZANTAZ EAS leads the market in customer-installed base, product design, and in product vision.

At Instant InfoSystems, we work with industry-leading organizations that are dedicated to providing customers with best of breed solutions, to ensure we deliver customer-driven solutions that exceed your expectations, mitigate risk and reduce costs. Instant InfoSystems has now partnered with ZANTAZ and can help you with implementing and managing EAS. We offer a full complement of services and tools required to successfully address your email and file archiving, compliance, electronic discovery and litigation support needs. To get started today, contact us at 310-750-7200 or email us at info@instantinfo.com

Case Study : Implementing RightFax Reduced Medication Turnaround Time by 50% for a California Based Pharmacy
Decreasing the number of missing medications and reducing medication turnaround time were the major goals of a performance improvement project undertaken by a California based pharmacy. They were receiving over 500 faxes daily from physicians’ offices throughout the region. To meet this workload required a dedicated courier to transport faxes from six fax machines to claims processors.

After a thorough market analysis, RightFax was identified as the software platform to manage the incoming images. Instant InfoSystems was chosen to taking the project to completion which involved procuring the hardware, installation, configuration, onsite training, and continue to provide ongoing software support to the information systems department.

According to the Information Systems Pharmacist, “We receive a steady stream of orders now, as opposed to waiting for the next courier run. This not only helps reduce medication turnaround time, it also allows pharmacists to leave the pharmacy when necessary to engage in patient care activities, without impeding medication distribution.”

Prior to implementing RightFax, the mean turnaround time for routine medication orders was 42.7 minutes. After implementation this turnaround time decreased 50% to an average of 21 minutes. Ultimately, the greatest benefit is to the patients, who now receive medications in a more timely manner.

For details visit www.instantinfo.com

Product Update: Enhanced Stability with RightFax Version 9.0 Service Pack 2
Captaris announces the availability of RightFax version 9.0 Service Pack 2. This Service Pack replaces Feature Pack/Service Pack 1 and is required for all RightFax 9.0 systems. Service Pack 2 has proven to be a more stable release and has been installed by Instant InfoSystems at several customer locations.

Service Pack 2 for RightFax version 9.0 contains numerous updates to the core server components, fax board drivers, and client installation files. In addition, all of the software fixes and new features that were available in Feature Pack 1, like updates to the RightFax administrative utilities, Lotus Notes clients, and a new SOAP client/server installation, are also included in this Service Pack

If you have additional questions regarding the installation of RightFax 9.0 or any of the Service Packs, feel free to contact our Technical Support at (310)750-7209 or support@instantinfo.com

Tech Tip: Create a RightFax Coversheet Using Excel Instead of Word
When creating RightFax cover sheets using embedded codes (PCL) use Microsoft Excel rather than Microsoft Word. In Word, if images are placed too close to embedded codes, cover sheets may not convert properly. By using Excel and placing each embedded code in an individual cell allows RightFax to properly convert the cover sheet every time. Aside from using Excel instead of Word the process for creating a PCL cover sheet remains the same.

For details, read the chapter on “Creating Fax Cover Sheets” in the RightFax Administrator’s Guide or write to us at support@instantinfo.com.