RightFax Delta Fax Migration Without Duplicates

Migration KB-004

Delta Fax Migration Without Duplicates

When migrating fax history between RightFax servers, whether during a consolidation, cutover, or environment rebuild, the method used to move fax records matters significantly. Drag-and-drop operations within the RightFax client create entirely new fax records in the destination with new IDs, leading to duplicates and potential compliance problems in regulated environments. The correct approach uses the RightFax admin migration utility for controlled, delta-aware transfers.

What Goes Wrong With Drag-and-Drop

Each dragged fax generates a new fax record in the destination server with a new unique ID
Faxes that already exist in the destination from a prior pass are duplicated, not updated
Delta passes (moving only new faxes since last sync) are not possible through the client UI — all visible faxes are moved
Original metadata, timestamps, and routing history may not transfer accurately
In audit-sensitive environments, duplicated fax records create reconciliation problems

Correct Approach

Use the RightFax Admin Migration Utility

RightFax includes admin-level utilities designed for server-to-server fax migration. Unlike the end-user client, these tools operate at the record level and are capable of identifying existing records in the destination to avoid duplication. Access these through the RightFax administration tools. The specific utility available will depend on your RightFax version. Consult OpenText documentation for the appropriate migration tool for your release.

Perform the Initial Bulk Migration Before Cutover

Run the initial migration pass well in advance of the production cutover window. This moves the bulk of historical fax data to the destination server while the source system is still live. The source server continues to receive and send faxes during this period. The goal is to minimize the amount of data left to move in the final delta pass during the actual cutover.

Run a Delta Pass at Cutover

At the start of the maintenance window, when the source server is taken offline or traffic is redirected, run a delta migration pass using the admin utility. This delta pass identifies faxes created or modified in the source since the last migration run and moves only those records, without duplicating records already present in the destination from the prior bulk pass. Validate record counts before and after to confirm the delta completed correctly.

Validate Completeness in the Destination

After the delta pass, verify fax counts across mailboxes or folders in the destination match the source. Spot-check representative records for metadata accuracy including timestamps, sender and recipient information, and status. In regulated environments, document the validation steps taken as part of the migration record for audit purposes.

Field Note

The drag-and-drop problem is not immediately obvious because it appears to work. Faxes show up in the destination. The issue surfaces later when administrators realize duplicate records exist, or when a regulated audit reveals the migration produced inconsistent data. Establish the admin utility as the only approved migration method before any migration activity begins, and verify the utility access and permissions are in place well before the cutover window.

Migration Fax Data Delta Migration Admin Utility Compliance Cutover Data Integrity RightFax Server Migration

Delta Fax MigrationWithout Duplicates

Delta Fax Migration Without Duplicates

Delta Fax Migration
Without Duplicates