E-Fax Migration and Solution

The San Mateo County Human Services Agency (HSA) administers federal, state, and county-funded programs that protect vulnerable residents, provide safety net services, and deliver employment and support services that help families achieve self-sufficiency. HSA serves a diverse population through multiple program areas and operates in a highly regulated environment that requires the secure handling of sensitive client information. Major branches within HSA include Children and Family Services, Economic Self Sufficiency, SMCWorks (Employment Services), and Collaborative Community Outcomes and Program Support, which includes Technology and Training. HSA is seeking a modern electronic fax (e-fax) solution to replace existing analog fax lines and consolidate current fax services into a single, centralized system. The proposed solution will allow HSA staff to efficiently and reliably send and receive faxes electronically, with incoming faxes delivered to designated folders on shared network drives. The system must also integrate HSA’s existing e-fax lines into a unified platform to streamline system administration, improve reliability, and support ongoing operational needs. The proposed solution must support the secure transmission and receipt of confidential information through features such as encryption, access controls, and audit capabilities, and must comply with applicable federal, state, and local privacy regulations. The system must also support records retention and disposition requirements by enabling the electronic storage of faxed documents in designated network folders in accordance with HSA’s records management policies. This modernization effort is intended to improve reliability, strengthen data security, enhance regulatory compliance, and support efficient and accountable service delivery across HSA programs.