Scan to email disclaimer

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  • Copycon83
    #1

    Scan to email disclaimer

    I notice peoplesetting up scan to email with G-mail, Yahoo, ect.....how do you get away withthat with Doctors Hippa laws and Lawyers privacy???
    Does this practive make your comapny or Tech liable ???


    thak you
    Tags: None
    • arnh79
      Trusted Tech

      Site Contributor
      VIP Subscriber
      250+ Posts
      • Apr 2010
      • 464
      #2
      Re: Scan to email disclaimer

      I get the customer to set up the gmail account so that they know the password (not me) and make it clear that there are risks involved and they need to manage the account. If they're ok with that then I proceed.
      Why does every customer think they're the first one to ever say: "you've been here so much we should get you an office, ha, ha, ha"?

        Comment

        • emujo
          Field Supervisor

          2,500+ Posts
          • Jun 2009
          • 3009
          #3
          Re: Scan to email disclaimer

          Customer states the services they want and configuration info along with this on a signed form. If they want scan to email and don't have their own SMTP/ Exchange we offer a solution. Many companies use their internet provider for email also..verizon, bright house...Do you think this is any safer??? If you are subject to HIPPA requirements then you should know what you can and cant send via email ( BTW, this is changing fast as old fax technology is being phased out). My job is to sell you what you want and configure it the way you ask. Part of the broucher is dedicated to how we handle your companies security concerns...HDD, web interface, print security are big selling points, but if you choose to use google mail, I will galdly set it up for you...What do you do when you run across this type of issue? Emujo
          If you don't see your question answered in the forum, please don't think it's OK to PM me for a personal reply...I do not give out firmware and/or manuals.

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            • SalesServiceGuy
              Field Supervisor

              Site Contributor
              5,000+ Posts
              • Dec 2009
              • 8007
              #4
              Re: Scan to email disclaimer

              As a resident of Canada we do not have the same regulatory environment as the USA. I find that 80%+ of the SMB businesses I walk into have no specific thought or request re how scan to email is configured. They just want it to work reliably. I like and prefer Gmail as it is very stable and uses SSL with Authentication, User Names and Passwords. I agree that a Gmail account can be set up without the 100% knowledge of who owns the account aka User Name/Password. I have seen a few larger organizations with dedicated IT staff block incoming Gmail traffic.

              In my area, we have several large internet providers that allows scan to email to pass through their servers with no authentication at all.

              Obviously for those organizations that have to meet a higher security standard, it is not that expensive for them to invest a little time and money in acquiring an authenticated email account for their copier. If the customer offers no input as to how Scan to email is configured, it is hard to place liability on the service provider.

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