About the IU Fax Service

The Indiana University Fax Service allows students, faculty, and staff to send and receive faxes via a web interface.

Important:

The IU Fax Service currently does not satisfy requirements that enable its use for sending or receiving the following types of sensitive institutional data:

  • Credit cardholder data protected by the Payment Card Industry Data Security Standard (PCI DSS)
  • Protected health information (PHI) regulated by the Health Insurance Portability and Accountability Act of 1996 (HIPAA)
  • Student education records regulated by the Family Educational Rights and Privacy Act (FERPA)
For more about institutional data policies at IU, see About working with institutional data at IU.
Note:
Fax services are available for purchase from Card Services locations at IU Bloomington, and from the campus post office (IP 119) at IUPUI.

On this page:


Sending faxes

To send an outbound fax to a domestic or international number:

  1. Go to https://fax.iu.edu/; if prompted, log into the Central Authentication Service (CAS).
  2. Fill in the fields, as needed, to send your fax:
    • Domestic fax: To send a fax to a local or long distance fax number within the US, in the "Fax Number to Send To" field, enter all 10 digits (including the area code) of the recipient's fax number without any spaces, dashes, or parentheses; for example:
       8125551234 
      Note:
      You do not need an Authorization Code for long distance calling areas within the US.
    • International fax: Only IU faculty and staff with Authorization Codes can send faxes to international recipients. If you have an Authorization Code:
      1. Click the Check here if International Fax checkbox. The US international call prefix (011) and the "Long Distance Authorization Code" field will be added automatically to the form.
      2. In the "Fax Number to Send To" field, enter the recipient's country code, city code, and local number without any spaces or other characters; for example:
      3.  4401514960123 

        The above example includes the United Kingdom country code (44), the Liverpool city code (0151), and a fictitious local number (496-0123).

      4. In the "Long Distance Authorization Code" field, enter your Authorization Code.
  3. Fill out as many of the remaining fields as possible (to help the recipient of the fax and aid in troubleshooting any problems).
  4. Click Upload File.
  5. On the next page, check the information you entered for accuracy. If you spot any errors, click Edit this information to return to the previous page, make the needed corrections, and then click Upload File again.
  6. Optionally, click the corresponding checkbox(es) if you want to receive email when the fax is sent, receive email if the fax fails, and/or send a cover page.
  7. If you selected Send cover page in the previous step, you optionally may select Send cover page only and/or, in the text box provided, add a comment of up to 250 characters.
  8. Click Choose File to access and select the PDF file you want to fax. (You can fax only one file at a time, and it must be in PDF format.)
  9. When your fax is ready to send, click Send Fax.

Inbound fax service

Getting new service or converting an existing line

If you wish to receive inbound faxes, you need a mail-enabled ADS security group. Everyone in this security group will receive email notification of inbound faxes and will have access via the IU Fax Service web portal. If you don't currently have a mail-enabled ADS group, your department's IT Pro can create and manage one for you.

Note:
If you are a member of a group that uses group faxing, your outbound faxes will be viewable by everyone in the group.

When the ADS security group has been established, email IU Fax Service with the name of the ADS group and the following information regarding the fax number to associate with the account:

  • For new service, you must specifically request a new fax number. There is a $29 installation fee for new service; include in your request the departmental account you would like charged.
  • If you are converting an existing fax line, provide the fax number. There is no charge for converting an existing fax line.
    Note:
    Using an existing fax number will disable the physical fax machine associated with that number.

Receiving faxes

Each inbound fax will generate an email notification. To download the incoming fax (in PDF format), click the link included in the notification message.

Viewing your fax history

To view or archive your incoming or outgoing faxes, go to https://fax.iu.edu/; if prompted, log into the IU Central Authentication Service (CAS). Then, follow the appropriate instructions below:

  • Outbound faxes: Select View my outbound Faxes. You can use search criteria to search for a specific fax. From the outbound history page, you can also view or resend a fax.
  • Inbound faxes: Select View my inbound faxes. You can view and enter notes about faxes.
  • Group faxes: If your group uses group faxing, select View group faxes (where group is your group's name).

Faxes are available for 18 months. To keep a copy more than 18 months after sending or receiving a fax, you must save it elsewhere.

Troubleshooting and getting help

Trouble sending a fax may be due to the following:

  • Wrong number: Double-check the recipient's number.
  • Busy fax machine: The recipient's fax machine may be too busy to accept another fax. After a short wait, try sending your fax again.

If your trouble persists, or if you need help or have a question, submit the Telecommunications Request Form.

This is document baya in the Knowledge Base.
Last modified on 2017-10-10 12:04:47.

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