Zetafax

General Information

Technologies must be operated and maintained in accordance with Federal and Department security and privacy policies and guidelines. More information on the proper use of the TRM can be found on the TRM Proper Use Tab/Section.

Website:	Go to site
Description:	Zetafax is a technology that allows users to communicate, transmit, receive and print fax and message data. The technology is built with a client and server architecture to facilitate communication using Fax over Internet Protocol (FoIP). FoIP allows faxes to be sent over an IP network rather than the traditional Public Switch Telephone Network (PSTN) thus reducing the cost per document sent. There are four different editions of this technology: Device, Enterprise, Corporate and Business. This entry covers all four editions.
Technology/Standard Usage Requirements:	Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.
Section 508 Information:	This technology has not been assessed by the Section 508 Office. The Implementer of this technology has the responsibility to ensure the version deployed is 508-compliant. Section 508 compliance may be reviewed by the Section 508 Office and appropriate remedial action required if necessary. For additional information or assistance regarding Section 508, please contact the Section 508 Office at Section508@va.gov.
Decision:	View Decisions

Decision Source:	TRM Mgmt Group
Decision Process:	One-VA TRM v24.4
Decision Date:	04/23/2024 at 16:39:03 UTC
Introduced By:	TRM Request
Vendor Name:	Equisys Inc

Vendor Release Information

The Vendor Release table provides the known releases for the TRM Technology, obtained from the vendor (or from the release source).

Version	Release Date	Vendor End of Life Date	Vendor Desupport Date
Zetafax 2010
Zetafax 2011
Zetafax 2012
Zetafax 2013
Zetafax 2014	10/25/2016
Zetafax 2015
Zetafax 17.0	05/03/2017
Zetafax 17.1	07/05/2018
Zetafax 17.5	07/16/2019

Current Decision Matrix (04/19/2024)

Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). Users must ensure sensitive data is properly protected in compliance with all VA regulations. Prior to use of this technology, users should check with their supervisor, Information Security Officer (ISO), Facility Chief Information Officer (CIO), or local Office of Information and Technology (OI&T) representative to ensure that all actions are consistent with current VA policies and procedures prior to implementation.

The VA Decision Matrix displays the current and future VA IT position regarding different releases of a TRM entry. These decisions are based upon the best information available as of the most current date. The consumer of this information has the responsibility to consult the organizations responsible for the desktop, testing, and/or production environments to ensure that the target version of the technology will be supported. Any major.minor version that is not listed in the VA Decision Matrix is considered unapproved for use.

Legend:

White	Approved: The technology/standard has been approved for use.
Yellow	Approved w/Constraints: The technology/standard can be used within the specified constraints located below the decision matrix in the footnote[1] and on the General tab.
Gray	Unapproved: This technology or standard can be used only if a POA&M review is conducted and signed by the Authorizing Official Designated Representative (AODR) as designated by the Authorizing Official (AO) or designee and based upon a recommendation from the POA&M Compliance Enforcement, has been granted to the project team or organization that wishes to use the technology.
Orange	Divest: VA has decided to divest itself on the use of the technology/standard. As a result, all projects currently utilizing the technology/standard must plan to eliminate their use of the technology/standard. Additional information on when the entry is projected to become unapproved may be found on the Decision tab for the specific entry.
Black	Prohibited: The technology/standard is not (currently) permitted to be used under any circumstances.
Blue	Planning/Evaluation Constraint:The period of time this technology is currently being evaluated, reviewed, and tested in controlled environments. Use of this technology is strictly controlled and not available for use within the general population. If a customer would like to use this technology, please work with your local or Regional OI&T office and contact the appropriate evaluation office displayed in the notes below the decision matrix. The Local or Regional OI&T office should submit an inquiry to the TRM if they require further assistance or if the evaluating office is not listed in the notes below.

Release/Version Information:

VA decisions for specific versions may include a ‘.x’ wildcard, which denotes a decision that pertains to a range of multiple versions.

For example, a technology approved with a decision for 7.x would cover any version of 7.(Anything) - 7.(Anything). However, a 7.4.x decision would cover any version of 7.4.(Anything), but would not cover any version of 7.5.x or 7.6.x on the TRM.

VA decisions for specific versions may include ‘+’ symbols; which denotes that the decision for the version specified also includes versions greater than what is specified but is not to exceed or affect previous decimal places.

For example, a technology approved with a decision for 12.6.4+ would cover any version that is greater than 12.6.4, but would not exceed the .6 decimal ie: 12.6.401 is ok, 12.6.5 is ok, 12.6.9 is ok, however 12.7.0 or 13.0 is not.

<Past

CY2018

CY2019

CY2020

Future>

Release

Q1

Q2

Q3

Q4

Q1

Q2

Q3

Q4

Q1

Q2

Q3

Q4

Zetafax 2012

Unapproved

Zetafax 2013

Unapproved

Zetafax 2014

Unapproved

Zetafax 2015

Divest
[9, 10, 11, 12]

Divest
[9, 10, 11, 13]

Unapproved

Zetafax 17.0

Divest
[9, 10, 11, 12]

Divest
[9, 10, 11, 13]

Unapproved

Zetafax 17.1

Approved w/Constraints
[9, 10, 11, 12]

Approved w/Constraints
[9, 10, 11, 13]

Approved w/Constraints
[9, 10, 12, 14, 15]

Divest
[9, 10, 12, 15, 16]

Divest
[9, 10, 12, 16, 17]

Unapproved

Zetafax 17.5

Unapproved

Approved w/Constraints
[9, 10, 12, 15, 16]

Approved w/Constraints
[9, 10, 12, 16, 17]

Decision Constraints


[1]	Per VA Handbook 6500 (Appendix F) all systems with a Moderate or High risk assessment are required to use a FIPS 140-2 compliant DBMS solution to protect information at rest or have mitigating controls documented in an approved System Security Plan (SSP) for the system. It is the responsibility of the system owner to ensure that an appropriate DBMS technology is selected or that mitigating controls are in place and documented in the SSP. Additionally, if PII/PHI/VA sensitive information is involved, FIPS 140-2 certified encryption must be used to encrypt data in transit (and at rest) and the technology must be implemented within the VA production network (not in a DMZ) or additional mitigating controls must be documented in an approved System Security Plan (SSP).

[2]	Per VA Handbook 6500, Federal Information Processing Standards (FIPS) 140-2 certified encryption must be used to encrypt data in transit and at rest if Personally Identifiable Information (PII), Protected Health Information (PHI) or VA sensitive information is involved or additional mitigating controls must be documented in an approved System Security Plan (SSP). Additionally the technology must be implemented within the VA production network (not in a Demilitarized Zone (DMZ) unless those specific uses and instances of this technology are approved by the Enterprise Security Change Control Board (ESCCB) along with a Memorandum of Understanding and Interconnection Security Agreements (MOU/ISA) which detail the security requirements for those users and systems that share information and resources outside of the VA production network. Per VA Handbook 6500 (Appendix F) all systems with a Moderate or High risk assessment are required to use a FIPS 140-2 compliant DBMS solution to protect information at rest or have mitigating controls documented in an approved System Security Plan (SSP) for the system. It is the responsibility of the system owner to ensure that an appropriate DBMS technology is selected or that mitigating controls are in place and documented in the SSP. Finally, new installations or major expansions of this technology must complete a Systems Engineering Design Review (SEDR) prior to implementation.

[3]	As of April 23, 2015, per the Deputy CIO of Architecture, Strategy and Design (ASD), all technologies in use by the VA require an assessment by the VA Section 508 office. Section 508 of the Rehabilitation Act Amendments of 1998 is a federal law that sets the guidelines for technology accessibility. A VA Section 508 assessment of this technology has not been completed at the time of publication. Therefore, as of April 23, 2015 only users of this technology who have deployed the technology to the production environment, or have project design and implementation plans approved, may continue to operate this technology. In the case of a project that has implemented, or been approved for a specific site or number of users, and that project needs to expand operations to other sites or to an increased user base, it may do so as long as the project stays on the existing version of the technology that was approved or implemented as of April 22, 2015. Use of this technology in all other cases is prohibited.

[4]	Finally, new installations or major expansions of this technology must complete a Systems Engineering Design Review (SEDR) prior to implementation.

[5]	Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500.

[6]	Per the May 5th, 2015 memorandum from the VA Chief Information Security Officer (CISO) FIPS 140-2 Validate Full Disk Encryption (FOE) for Data at Rest in Database Management Systems (DBMS) and in accordance with Federal requirements and VA policy, database management must use Federal Information Processing Standards (FIPS) 140-2 compliant encryption to protect the confidentiality and integrity of VA information at rest at the application level. If FIPS 140-2 encryption at the application level is not technically possible, FIPS 140-2 compliant full disk encryption (FOE) must be implemented on the hard drive where the DBMS resides. Appropriate access enforcement and physical security control must also be implemented. All instances of deployment using this technology should be reviewed to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards. It is the responsibility of the system owner to work with the local CIO (or designee) and Information Security Officer (ISO) to ensure that a compliant DBMS technology is selected and that if needed, mitigating controls are in place and documented in a System Security Plan (SSP).

[7]	In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004 , VA Directive 6517, and VA Directive 6513. The local ISO can advise on the ESCCB review process.

[8]	New installations or major expansions of this technology that transmit data over the VA Wide Area Network (WAN) must complete a Systems Engineering Design Review (SEDR) (contact VA e-mail: VA IT ESE SEDR SEG) prior to implementation to ensure proper compliance to VA network design and usage requirements.

[9]	Users should check with their supervisor, Information Security Office (ISO) or local OIT representative for permission to download and use this software. Downloaded software must always be scanned for viruses prior to installation to prevent adware or malware. Freeware may only be downloaded directly from the primary site that the creator of the software has advertised for public download and user or development community engagement. Users should note, any attempt by the installation process to install any additional, unrelated software is not approved and the user should take the proper steps to decline those installations.

[10]	Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500.

[11]	New installations or major expansions of this technology that transmit data over the VA Wide Area Network (WAN) must complete a WAN impact assessment (contact VA e-mail: OIT ITOPS SD Engagement Requests) prior to implementation to ensure proper compliance to VA network design and usage requirements.

[12]	In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004 , VA Directive 6517, and VA Directive 6513. The local ISO can advise on the ESCCB review process.

[13]	This technology should only be used when required by a Veterans Affairs (VA) business partner for an approved VA Project. Use of this technology must comply with ESCCB requirements which include: Signed Interconnection Agreements/Memorandum of Understanding agreements (MOU/ISA) with each external business partner, compliance with VA Handbook 6500, and must implement appropriate National Institute of Standards and Technology (NIST) Federal Information Processing Standards (FIPS) requirements for all devices interacting with this technology. All instances of deployment using this technology should be reviewed by the local ISO (Information Security Officer) to ensure compliance with VA Handbook 6500 and National Institute of Standards and Technology (NIST) standards. As of January 27th, 2017, Risk-based Decisions (RBD) will be handled per VAIQ # 7769667. In cases where the technology is used for external connections, a full Enterprise Security Change Control Board (ESCCB) review is required in accordance VA Directive 6004, VA Directive 6517 and VA Directive 6513. The local ISO can advise on the ESCCB review process and ensure privacy of information compliance protections are in place.

[14]	If trialware is utilized, software must be removed or purchased when trial expires.

[15]	New installations or major expansions of this technology that transmit data over the VA Wide Area Network (WAN) must complete a WAN impact review (contact VA e-mail: [OIT ITOPS SD Engagement Requests]) prior to implementation to ensure proper compliance to VA network design and usage requirements.

[16]	If free trialware is utilized, the software must be purchased or removed at the end of the trial period.

[17]	New installations or major expansions of this technology that transmit data over the VA Wide Area Network (WAN) must complete a WAN impact review (yourIT Service Portal:[SNOW Service Requests]) prior to implementation to ensure proper compliance to VA network design and usage requirements.

Note:

At the time of writing, version 17.5 is the most current version, and an update was released 12/15/2020.

References

The following reference(s) are associated with this entry:
Type	Name	Source	Description
*NOTE: Vendor provided information is subject to the accuracy of the manufacturer.

Technology Components

Note: This list may not be complete. No component, listed or unlisted, may be used outside of the technology in which it is released. The usage decision for a component is found in the Decision and Decision Constraints.
Name	Description
Brooktrout driver	Zetafax Server provides optional support for multiple Brooktrout intelligent fax hardware.
Zetafax Application Programming Interface (API) Toolkit	Short Messages Service (SMS) message as well as fax messages can be submitted to the Zetafax server with the Zetafax Application Programming Interface (API). The API is written in C, the COM API (the wrapper for the C API) is written in C++.
Zetafax Client Applications	The Zetafax Client allows you to send multiple documents as a single fax using its Multi-document feature, or you can attach a variety of files to a message in Microsoft Outlook. This includes but not limited to: Zetafax Client, Microsoft Office Addins, and Outlook integration.
Zetafax Connector for Microsoft Exchange	The Exchange Connector comes with special Outlook forms that allow received faxes to be viewed.
Zetafax Document Conversion	This is an optional add-on that requires a license. It allows the Zetafax Server to convert over 225 document file types into fax format, without access to the authoring application.
Zetafax Duo	The Zetadocs PDF Client software and its printer driver is included in Zetafax Duo for preparing documents for both faxing and sending as PDF emails.
Zetafax Email Gateway	The Zetafax Email Gateway allows email users to address and send a message to a fax recipient as if they were sending an email. The Email Gateway can also deliver received faxes as email messages with graphics attachments.
Zetafax FaxBroadcast	Zetafax FaxBroadcast has been introduced to help with the process of sending large scale fax broadcasts to fax addresses stored within databases or within files on your system.
Zetafax Server	The Zetafax Server is central to the operation of Zetafax. It controls the movement of fax messages between clients on the LAN, fax devices, printers, and other fax servers.
Zetafax SMS Gateway	The Zetafax SMS Gateway add-on allows networked Zetafax users to send text messages to colleagues and to customers` mobile devices direct from their desktop. The SMS Gateway add-on requires a GSM modem which maybe part of the bundle.
Zetafax Web Client	Zetafax includes a Web Client application that allows an IT administrator to deploy a fax service to all network users without the need for separate fax clients.

VA Categories View the VA Categorization Framework

Domain Area	Category	Customer Guidance	Category Locked By ELT Date
Application Technology Application and Web Server Software	Application Server Software

Operating Systems Supported by the Technology

Windows Client - Approved w/Constraints
Windows Server - Approved w/Constraints

Technologies/Standards Relationships

Runtime Dependencies:

Comparable Technologies:

Companion Technologies/Supported Standards:

General Analysis

Adoption Benefits

This technology has a comprehensive set of documentation.
This technology can integrate with multiple other TRM-approved technologies.
At the time of writing, no National Institute of Standards and Technology (NIST) vulnerabilities had been reported and no VA Cyber Security Operations Center (CSOC) bulletins had been issued for the latest versions of this technology.
This technology may improve productivity for specific staff whose responsibilities include sending and receiving faxes.

Adoption Risks

The technology requires the purchase of licenses from vendor, which could potentially lead to vendor lock-in.
This technology can integrate with and alter database technologies.
There is no indication based on either the vendor documentation or the Cryptographic Module Validation Program (CMVP) that this technology is Federal Information Processing Standard (FIPS) 140-2 compliant.
Bitmap, an optional dependency of this technology, is in a divested state at the time of writing.
This technology can potentially use Mail Merge Tables, an unapproved technology.
This technology can potentially use Hyper-V Server, an unapproved technology.
Microsoft Internet Explorer, a dependency of this technology, is in End of Life status and must no longer be used.
This technology may utilize external data connections.
This technology has a free trial period, which carries the potential for the disruption of service delivery and inaccurate financial planning.
This technology may transmit data over the VA Wide Area Network (WAN).
The potential exists to store Personally Identifiable Information (PII), Protected Health Information (PHI) and/or VA Sensitive data and proper security standards must be followed in these cases.
Due to the rapid release schedule of this technology, the VA may be unable to update to the most recent patch and may require a deployment model requiring the use of specific versions.
System scans indicate that this technology is no longer in use within the VA network.

Architectural Benefits

This technology is compatible with virtual machines, therefore consistent with the enterprise Server Virtualize First Policy (VAIQ 7266972 08-27-2012).

Architectural Risks

This technology is not portable as it runs only on Windows platforms.

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Companion Technologies/Supported Standards:

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Architectural Benefits

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