Case Study

eFax Corporate saves construction group thousands every week in manpower and communication

Country

United Kingdom

Industry

Construction Group

McCabe Group streamlines communication, minimises downtime and maximises profitability

McCabe Group works in partnership with hundreds of developers and contractors to carry out ground works and civil engineering projects ranging in value from £80,000 to £4 million. The group’s site workers and project managers rely on receiving documents such as contracts, blueprints, drawings and plans to get the job done. Communication between sites and partners is essential and McCabe’s preferred communication tool – the fax machine, was holding up work and costing the company approximately £800 per week per person.

Project reports, contracts, briefs and sketches are consistently on demand by McCabe managers. However, they had to find an outlet near the site from which to send and receive information via fax, or head all the way back to the office. There had to be a way to send and receive information more efficiently. McCabe Group IT Manager, Nigel Kilford was tasked with finding a way to address the main issues:

  1. Identify a cost effective method to send information remotely
  2. Eliminate the risk of losing transmitted pages
  3. Guarantee that received information was protected and stored efficiently

“We needed to find a cost effective way to send and receive architectural drawings, blueprints, contracts, plans and sketches remotely. Most of the time there is no electricity on site, let alone a telephone line,” said Kilford. Mobile fax machines were considered. However, after researching the costs involved and the inconvenience of portable connections, toner, reams of paper and the machine itself, this solution was not an option and still required an electricity supply.

Kilford then researched PDA options. Even though some devices can now receive attachments, the screens are not big enough to allow managers to view the information they need.

Finally, Kilford turned to eFax Corporate, which enables faxes to be received as PDF or TIFF files in an individual’s email inbox. Each user has access to inbound/outbound information on the move, eliminating the need for fax hardware, supplies and maintenance. You can also store files electronically. Never again would information be destroyed, mislaid or held up.

Kilford was so impressed by eFax Corporate’s ease of use, he signed up six extra lines during the free trial from the website. He then equipped each project manager with their own eFax number and a wireless enabled laptop to access the emailed faxes whenever and wherever they choose.

“The fax is essential to our business,” said Kilford. “We were reliant on paperbased systems which were messy, time consuming and easy to lose. eFax has drastically decreased our downtime by 40 hours per week per person, that’s around £800. We’re so impressed that we’re even planning to replace the ten fax machines in our offices with eFax.”

eFax Corporate has proved a hit with project managers and ground workers alike. Even those who are technophobes found eFax easy to use. All they have to do is open their email where the information is waiting for them.

Thanks to eFax Corporate time management has drastically improved, managers spend more time on site, jobs are being completed faster and communication between offices, sites, clients and suppliers has never been more efficient. eFax has improved McCabe Group’s project efficiency ten fold.

Paperless Cloud Faxing

Neighbourhood Midwives’ business relies on referrals from the NHS and from GPs, and since many of these referrals are sent via fax, they needed to find a solution that fitted their needs. They did not want to use traditional fax machines or paper, and wanted the ability to send and receive faxes while on the road, via email, from laptops or smart phones.

One of the faxing options considered was a virtual fax server, but this solution was found to be cost-prohibitive. The preference was for a more affordable cloud service with a predictable usage-based pricing plan.

Following extensive research, evaluation and testing, Neighbourhood Midwives made the decision to engage with eFax Corporate®. These are some of the reasons that helped them reach that decision:

Fast and easy set up – using the dedicated eFax® portal, Neighbourhood Midwives was able to complete their online faxing set-up with ease so that they were ready to start faxing in less than 48 hours. From the intuitive eFax® dashboard, they were able to choose their own fax numbers and assign up to 5 users per number. In the future, Neighbourhood Midwives will also be able to scale up very easily, using the portal to add more numbers and team members, when the business is ready. Once users are set up on the portal, eFax Corporate® sends notifications via email such as successful transmission alerts so there’s peace of mind that sent faxes have been received.

Highly secure – using eFax Corporate®, all inbound faxes are received by email so the fax always reaches the right midwife, making it more secure than a paper fax siting openly on a fax machine. And because Neighbourhood Midwives is dealing with highly confidential and sensitive patient information, they opted to add eFax Secure™, an optional security feature which uses the most advanced transmission encryption protocol available. eFax Secure™ also controls access to inbound faxes via a secure portal with PIN access.

Compliant and auditable – Neighbourhood Midwives are required to maintain their patient records for up to 25 years and they need to be able to produce a full paper trail to the Quality Care Commission and NHS Digital at any time an audit is requested. Paper documents would not only take up too much space to store, but retrieving them would slow up the audit process considerably. eFax Corporate® comes with unlimited lifetime storage for archiving of digital faxes so that patient information never gets lost or mislaid and is always within fingertip access. Neighbourhood Midwives also use an indexing system where they copy patient faxes into their Document Management System so that they have a complete client record, making the auditing process more thorough, faster and easier to complete. eFax Corporate® also has been assessed by NHS Digital with IG Toolkit Assessment attained to level 3, the highest level achievable.