We are excited to announce that with the help of our partners at A&B Business Solutions, we are upgrading our fax machines and printers. These new devices offer security features that will help protect sensitive client information and ensure HIPAA compliance.

Here’s a note from System Administrator Layne Meyers explaining what to expect.

Fax

The upgrade to our fax system moves us to a cloud-hosted digital fax system. Fax users will be able to sign in to a secure only portal to send and receive faxes. By digitizing the process, we no longer run the risk of a fax containing confidential information sitting on a copy machine unnoticed.

The fax system upgrade will be happening toward the end of this week. Fax users throughout the organization that we have been able to identify will receive a communication from us shortly with more information. If you are someone who uses fax and you do not receive this communication, please reach out to us.

Print

The upgrade to our print system introduces a feature called Secure Print. When printing to a Ricoh copy machine, you will no longer select the applicable copy machine from the list of printers. Here is an overview of the new workflow:

When printing at the Shelter, Sycamore, Rockerville, or Mt. Rushmore Road campuses, select "Secure-Print" from the list of printers

Go to any Ricoh copy machine at any of these campuses

Scan your badge and release your print jobs

Items to note:

1. Regardless of which of these campuses you are at, you can choose "Secure-Print" from your list of printers
2. You can initiate the print job from one campus and release it at a copy machine on another campus
3. You can initiate multiple print jobs to "Secure-Print" and release them individually or all at once from a copier
4. The "Secure-Print" printer will be pushed out to all staff computers on the four main campuses
5. The Secure Print feature is not available for desktop printers

Benefits:

1. No more rushing to the copier to pick up your confidential document. The print job will not be released until you are there to take possession of it.
2. No more accidentally printing to the wrong printer. You can choose "Secure-Print" every time and use any Ricoh copy machine at your convenience.
3. No more adding new printers when traveling between campuses. You can just print and release at any of our 4 main campuses.

As part of the upgrade to our print system, we will also be updating the names of desktop printers to help distinguish them and make them easier to find.

The upgrade to our print system will begin at the Sioux Falls campuses next week. Technicians from A&B Business Solutions will be on site the following days to assist with the rollout of Secure Print to our copy machines:

• Shelter - Wednesday, October 22
• Sycamore - Thursday, October 23

We will have more information on the logistics early next week.

In preparation for this rollout, we are pushing out the new Secure-Print printer on all computers. When this happens, there are a few steps you will need to take for Secure-Print to show up in your available printers. Those are detailed in the attached instructions.

If you have any questions regarding these upgrades, please do not hesitate to reach out!

Layne Meyers
System Administrator