SRFax FAQ: Transitioning from RightFax to SRFax

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E-Fax Migration FAQ: Transitioning from RightFax to SRFax

ITS is transitioning the College’s e-fax platform from RightFax to SRFax, a secure, PHIPA-compliant cloud solution. Below are answers to frequently asked questions regarding what to expect before, during, and after the migration target date of September 1.

General Questions

Why are we making this change?
Transitioning to SRFax allows the College to modernize its infrastructure, improve cloud reliability, maintain full PHIPA compliance, and ensure responsible stewardship of College resources by eliminating underutilized dedicated fax lines.

Is faxing being phased out entirely?
No. Fax capabilities remain fully available for all business, operational, and regulatory needs. Most users will experience little to no change in their day-to-day routine.

Does this affect my department’s physical fax machine or office printer?
No. Standalone physical fax machines and multi-function print/copy devices with fax capability are not part of this cloud migration and will continue to operate as normal.

Sending & Receiving Faxes

How will I send an e-fax using SRFax?
The workflow remains very similar to our previous process. You will send faxes via email directly from your standard College Outlook account:

  1. Open a new email in Outlook.
  2. In the To: field, type the 10-digit destination fax number followed by @srfax.com (e.g., [email protected]).
  3. Attach the document(s) you wish to fax (PDF, Word, etc.).
  4. Click Send. You will receive an automated email confirmation once the fax delivers.

How will I receive faxes if my area moved to the shared College line?

  • Direct/Addressed Faxes: If an incoming fax includes your name or user ID in the cover page/header, our automated system will route it directly to your email inbox.
  • General/Unaddressed Faxes: Faxes sent to the central shared line without a named recipient will go to a central ITS-monitored inbox and be promptly dispatched to the correct department or individual.

My department retained a dedicated number. Will our line number change?
No. High-volume departments (Health Sciences, Human Resources, Enrolment Services, and Finance) will keep their existing 905-area-code numbers seamlessly.

Security & Compliance

Is SRFax secure and compliant with privacy laws?
Yes. SRFax uses enterprise-grade encryption (TLS/SSL) both in transit and at rest. It is fully compliant with the Personal Health Information Protection Act (PHIPA) and PIPEDA, ensuring all sensitive student, employee, and health records remain secure.

What happens to my old faxes stored in RightFax?
ITS is archiving historical RightFax records in accordance with College data retention policies. You do not need to manually back up or export your past RightFax logs unless advised by your department manager.

Support & Action Items

Do I need to install any new software on my computer?
ITS will handle any updates to software – they will contact affected users.

What should I do if my department has a strict regulatory requirement for a dedicated line?
If your department was slated to move to the shared line, but you have specific legal, regulatory, or high-volume operational needs requiring a dedicated number, please submit a request to the ITS Helpdesk before August 15.

Who do I contact if I need help or training?

  • ITS Helpdesk: Submit a ticket via the ITS Portal or email [email protected]
  • Documentation: Detailed step-by-step user guides and video walk-throughs will be available on the ITS Portal prior to September 1.