How a Major U.S. Municipality Unified and Secured Faxing While Keeping Their Telephony

The Challenge: Fragmented Systems and No Central Visibility

Before partnering with FaxSIPit, one of the nation’s largest municipalities faced a serious communications challenge. Each department—police, public health, housing, utilities, courts, and administration—had implemented its own fax setup over the years.
Analog lines, standalone servers, and uncoordinated cloud services created a patchwork that was costly to manage and nearly impossible to govern.

IT leadership had no centralized oversight, no unified reporting, and limited visibility into delivery failures or security compliance.
When the city decided to modernize while keeping its existing phone numbers and telephony, it needed a partner who could deliver modernization without risking continuity.

The Approach: Modernization Without Disruption

FaxSIPit began working with the municipality in 2022, launching production services the following year.
Together with the city’s technical staff, FaxSIPit designed a hybrid deployment that unified legacy and digital faxing under one secure, centralized system.

The solution combined:

• Hundreds of virtual fax accounts for cloud-based transmission and scalability

• More than a hundred FaxSIPit ATAs to integrate existing physical fax devices

• The FaxSIPit SecureFax-Trunk virtual appliance, bridging the municipality’s telephony with FaxSIPit’s secure cloud platform

This architecture allowed the city to maintain its own fax numbers and telephony while gaining centralized management, reporting, and compliance visibility through the FaxSIPit Portal.

The Implementation: Collaboration and Continuity

FaxSIPit engineers worked hand-in-hand with the municipality’s IT team to ensure zero service interruption during rollout.
The SecureFax-Trunk appliance now acts as a “Bring Your Own Carrier” bridge, routing faxes securely through the city’s existing network and FaxSIPit’s cloud.
If an on-premise delivery fails, transmission automatically reroutes through the FaxSIPit Cloud, guaranteeing reliability and redundancy.

Through the secure FaxSIPit Portal, IT administrators now manage every fax user and endpoint in one place, with full reporting, role-based access, and audit logs to satisfy internal governance and regulatory requirements.

The Results: Reliable, Centralized, and Future-Ready

Since implementation, the municipality has achieved measurable operational improvements:

• Consolidated multiple legacy fax systems and vendor contracts into one managed platform

• Reduced administrative workload through centralized visibility and automation

• Improved reliability and uptime across departments, eliminating troubleshooting delays

• Maintained existing phone numbers and telephony while introducing full encryption and auditability

Departments continue working the way they always have—but IT now controls everything through a single, secure interface.

Why It Matters: Dependable Progress in Action

This project represents FaxSIPit’s belief that modernization should never mean disruption.
The municipality gained reliability, continuity, and confidence by connecting trusted systems to modern capabilities—without forcing change before teams were ready.

It’s a real-world example of FaxSIPit’s brand pillars at work:

• Reliability: Secure, dependable fax performance across critical operations

• Continuity: Seamless integration with existing telephony and workflows

• Transparency: Centralized visibility and governance across every department

• Leadership: A hands-on partnership where FaxSIPit’s experts worked alongside internal teams to deliver lasting confidence

Key Outcomes

• Unified fax infrastructure across dozens of departments

• Full administrative and compliance visibility through a single portal

• Reliable hybrid operation using the municipality’s own telephony

• Centralized management reduced overhead and improved efficiency

• No service disruption during rollout or transition

Ready to modernize without disruption?

Discover how FaxSIPit helps public institutions preserve what works while building what’s next. Contact Us.