Transition to Google Apps

One of the impacts to users will be the transition from Meeting Maker to Google calendar.

Effective November 28, 2011, AHC and HCC faculty and staff will begin transitioning to Google calendar and applications. This change will allow the AHC/HCC to join the rest of the University which has switched to Google calendar and apps.

Unlike the rest of the University, however, AHC/HCC will not be using gmail due to privacy and security concerns related to patient confidentiality. AHC and HCC personnel will continue to use the University e-mail system until a secure e-mail alternative is ready for use, and are encouraged to use other University-provided tools such as NetFiles for sharing information containing private data.

The transition is being done in phases with schools and units being notified at the appropriate time. Here is a schedule of when those notifications have taken or will take place:

Please look for future updates with more detail and information about training on the new system. Your questions and feedback are welcome and we appreciate your patience as we implement this change. 

For more information about our service plans, see our Google Apps Service Statement (pdf).The Google team will continue to evaluate how the Google Apps suite can best serve the mission and goals of the University. We invite you to send your suggestions, questions, and concerns to google@umn.edu.

The Health Care Component version of Google Apps does not contain gmail.

Health Insurance Portability Accountability Act (HIPAA) and Protected Health Information (PHI) Data

Google Apps are not HIPAA compliant. Therefore, protected health information (PHI) can not be stored, shared or transmitted via any Google application.

Individually-identifiable health information is legally protected by Federal HIPAA Privacy and Security laws as well as Minnesota State regulations. When possible, health information should be de-identified (stripped of all 18 HIPAA identifiers) before being shared electronically. See the University’s ‘De-Indentifying Data’ procedures. If de-identifying the information is not possible, appropriate methods for securely transmitting the information include:

• Use of integrated messaging system associated with a legally certified electronic health record system.
• Directory file-sharing within a professionally managed and supported networked environment such as the University’s “Active Directory” service.
• Use of the “dropbox-like” University NetFiles service.

Additional considerations when sharing PHI include:

• Limit the amount of information to the minimum necessary that is required information must be reported to abuse@umn.edu or privacy@umn.edu immediately.
• Ensure that the recipient of the information is legally authorized to receive the information.

All questions or concerns regarding HIPAA or protected health information should be directed to:

Privacy and Security Office
University of Minnesota
(612) 624-7447
privacy@umn.edu
www.privacysecurity.umn.edu