IT Center Blog

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Are you still using the old FAX or UMS function of the RWTH telephone system? Now is the right time to switch.

The university-wide switch to modern VoIP technology is progressing according to plan. The goal is to completely replace the old Alcatel digital telephone system by January 31, 2026, at the latest. From that date onwards, the previous fax and UMS services will no longer be available. The switch-off is an important step in making RWTH more modern, efficient, and future-proof.

Why the change is necessary

The old telephone system dates to the 2000s. It is technically outdated, maintenance-intensive, and no longer meets the requirements of modern digital communication. Old fax and UMS functions also pose security risks and are not flexible enough for use in times of home offices and mobile working.

The new VoIP infrastructure, meanwhile, offers maximum flexibility, security, and efficiency. It enables RWTH to operate its telecommunications services centrally, reliably, and in a future-proof manner. VoIP (Voice over Internet Protocol) enables telephony via the university’s digital network instead of traditional lines. Calls are transmitted as data packets, which flexibly and securely integrates telephony, video conferencing, and other communication services. This allows you to benefit from modern, location-independent communication, easy integration with other digital services, and a stable, future-proof system.

Advantages of the new technology

Switching to VoIP brings many concrete advantages for you:

• Faster & easier: Emails reach their recipients immediately – no more waiting for paper or fax errors.
• Secure & confidential: Signed and encrypted emails reliably protect sensitive information.
• Flexible & mobile: You can communicate from anywhere – at the office, at home, or on the go.
• Future-proof: Modern technology means less risk of failure and less administrative effort.

How to make a successful transition

To ensure a smooth transition, it is worth planning:

1. 1. Review your current work processes: Do you still use fax? Consider which fax or UMS services you use regularly, and which tasks can be converted to modern communication channels in the future.
   2. Establish alternative communication channels: Signed and encrypted emails are the recommended solution.
   3. Test the new functions early on: This will ensure that everything works as usual.
   4. Check the contact details on your websites: Make sure that no fax numbers are listed anymore and that all contact information is up to date.
   5. Use instructions: The IT Center Help documentation portal provides further information on signed and encrypted emails.

FAQ – the most important questions at a glance

What will happen to my fax address?
Old fax and UMS addresses will be deactivated on January 31, 2026. Emails are the new standard form of communication.

Do I need special software for signed emails?
No – RWTH provides all the necessary tools.

How can I get support?
If you have any questions or need assistance, our IT-ServiceDesk will be happy to help.

Outlook

With the switch to VoIP, every contribution plays an important role in ensuring that RWTH maintains a modern, efficient, and secure telecommunications infrastructure.

Say goodbye to faxes and hello to modern communication — now is the best opportunity!

Responsible for the content of this article are Maryam Hassani and Nicole Kaminski.

Kategorie: Support, Services & Updates
Schlagworte: FAX, Telefonanlage, UMS, VoIP
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