Transforming Fax Communications: Migrating from RightFax to Concord for Cloud-Native Efficiency

Organization

Founded in 1991, our client is the largest provider of workers’ compensation insurance in Texas, serving over 75,000 businesses and covering more than 1.5 million employees statewide. Over the years, the organization has transitioned from a state-sponsored insurer to a policyholder-owned mutual insurance company, demonstrating a commitment to innovation and operational excellence.

As part of its ongoing digital transformation, the organization sought to modernize its fax communication systems, moving away from a costly, outdated on-premise solution to a scalable, cloud-based fax service integrated with modern enterprise applications.

Challenge

The company’s legacy RightFax system had become costly, inefficient, and lacked the flexibility required for modern business needs. To ensure seamless communication between internal teams, policyholders, and external partners, the organization identified Concord Fax as the optimal cloud-native replacement. However, the migration presented several complex challenges:

Key Challenges:

• Legacy Infrastructure Limitations
  • The RightFax system required extensive maintenance and lacked scalability, increasing operational overhead.
  • The transition to a cloud-based fax solution needed to be seamless, without disrupting critical workflows.
• Complex Application Integration
  • The new fax system had to integrate seamlessly with internal systems and external workflows while maintaining real-time data exchange.
  • Ensuring secure, efficient communication across multiple applications was a key priority.
• Scalability & Performance
  • The organization processes a high volume of faxes each month, necessitating a solution that:
    • Maintains high performance and reliability during peak usage periods.
    • Ensures seamless scalability to accommodate future growth.
• Data Security & Regulatory Compliance: Fax communications contain sensitive information, requiring strict adherence to regulatory standards for secure document transmission and storage.
• Operational Continuity During Migration: The transition had to be executed without disrupting mission-critical fax operations, ensuring a smooth cutover from RightFax to Concord.

Given these challenges, the organization needed a well-architected, cloud-based fax solution that provided scalability, security, and seamless integration with enterprise applications.

Solution

To address these challenges, XTIVIA executed a structured migration strategy, ensuring a secure, efficient, and scalable transition from RightFax to Concord. The solution architecture was carefully designed to leverage AWS services and MuleSoft integration, ensuring seamless connectivity and high performance.

AWS Integration Layer

The AWS Integration Layer served as the core infrastructure for managing interactions between Concord Fax and internal applications. It provided secure, scalable, and efficient processing for both inbound and outbound faxes.

Key components included:

• API Gateways (Public & Private) – Enabled secure API communication between AWS services and the Concord Fax system, ensuring flexibility and controlled access.
• AWS Lambda – Powered fax requests and routing, processing fax documents and transmitting them securely between internal applications and Concord.
• AWS SQS (Simple Queue Service) – Handled fax job queuing, ensuring reliable transmission between AWS Lambda and internal applications.
• AWS S3 Buckets – Provided secure, compliant storage for fax documents, ensuring easy retrieval and regulatory adherence.

MuleSoft Delegation Layer

The MuleSoft Delegation Layer acted as a middleware platform, streamlining interactions between internal applications and the Concord Fax system.

Key features included:

• API Exposure – MuleSoft exposed REST APIs that simplified fax transactions, enabling internal teams to send and receive faxes seamlessly.
• Send Fax API – Allowed internal applications to submit fax documents, which were processed and forwarded to AWS Lambda for secure transmission to Concord.
• Receive Fax API – Enabled internal applications to retrieve incoming faxes stored in AWS S3, ensuring fast and accurate document access.
• Status Tracking API – Provided real-time status updates on fax transmissions, improving visibility and error handling.
• Security & Access Control – Integrated OAuth and API key validation, ensuring that fax transmissions were secure and compliant with industry regulations.

Testing & Validation

To ensure a seamless and error-free migration, XTIVIA implemented a rigorous testing framework using Postman and MuleSoft APIs.

• API Testing – Validated end-to-end fax transactions, ensuring smooth communication between AWS, MuleSoft, and Concord.
• Load Testing – Simulated high-volume fax transactions to confirm that the system could handle 200,000+ faxes per month without performance degradation.
• Error Handling & Resiliency Checks – Ensured that failed transmissions triggered automatic retries, minimizing disruption.

Training & Go-Live Strategy

To facilitate a smooth transition, XTIVIA:

• Trained internal teams on how to use MuleSoft APIs for fax transactions.
• Adopted a phased migration approach, gradually redirecting fax traffic from RightFax to Concord to minimize disruptions.
• Monitored post-deployment performance, ensuring that all systems were optimized for stability and reliability.

With XTIVIA’s expertise, the migration was executed successfully, enabling a modernized fax infrastructure with cloud-native capabilities.

BUSINESS RESULT

The migration from RightFax to Concord delivered transformational improvements in efficiency, cost savings, and operational agility.

• Cloud-Enabled Fax System
  • Successfully transitioned to a cloud-based, fully integrated fax solution, improving system availability and reliability.
• Enhanced Efficiency & Faster Processing
  • Reduced fax processing time by 30%, leveraging AWS Lambda, SQS, and MuleSoft’s API-driven architecture.
• Cost Optimization
  • Lowered operational expenses by eliminating legacy hardware and maintenance costs.
  • Reduced IT management overhead, allowing teams to focus on higher-priority initiatives.
• Regulatory Compliance & Security
  • Strengthened compliance controls with secure document storage and detailed transmission tracking.
  • Enforced advanced security protocols, reducing risk exposure and improving data protection.
• Scalability for Future Growth
  • Built a robust, scalable fax solution, capable of handling increasing volumes without compromising performance.
  • Positioned the organization for future expansion, ensuring continued operational excellence.

By leveraging AWS and MuleSoft, XTIVIA delivered a next-generation fax solution, ensuring seamless integration, optimized efficiency, and compliance-ready security.

KEYWORDS
Cloud-Based Fax Solution, AWS Integration, MuleSoft Integration, Fax Automation, Legacy System Migration, Concord Fax, API Gateway, AWS Lambda, SQS (Simple Queue Service), S3 Buckets, MuleSoft Delegation Layer, REST APIs, Fax Workflow Optimization, Real-Time Monitoring, API-Driven Fax Services, Cloud Transformation, MuleSoft API Security

SOFTWARE
Concord Fax, AWS Services (API Gateway, Lambda, SQS, S3, VPC), MuleSoft (Delegation Layer, APIs), Postman (API Testing), RightFax (Legacy)

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