Canon Fax User manual

•Are you worried about leaving
confidential documents sitting
unattended on the fax tray?
•Do you maintain confidentiality
of incoming faxes by locking the
fax machine in the closet?
•Are you looking to comply with the privacy
regulations associated with the Gramm-
Leach-Bliley (G-L-B) and HIPAA Acts?*
•Have your faxes ever been misrouted
to the wrong fax number?
•Do you want digital copies of your faxes?
Solution 3
Job/Fax Forwarding
imageRUNNER®Job/Fax Forwarding Function
Enabling the Job/Fax Forwarding function on the imageRUNNER device will allow users to protect
the confidential information on incoming faxes by routing it automatically to the desired location.
Efficiency is improved, too, since documents will end up in their desired location—e-mail address,
file server,or document management system—with no intervention.
E-mail
Database File Server
Confidential Mail Box
on imageRUNNER Device
File Server
imageRUNNER

4
Job/Fax Forwarding—
Forwarding Without Conditions:
1. Press [Additional Functions]from the Keypad.
2. Press [System Settings].
3. Press [Forwarding Settings].
4. Press [Forward w/o Conditions].
5. Press [Forwarding Destination].
6. Choose [Address Book].
7. Choose an e-mail address.
8. Press [OK]twice.
9. Press [Done]three times.
How Do You Do It?3
Job/Fax Forwarding—
Registering a New Job/Fax Condition:
1. Press [Additional Functions]from the Keypad.
2. Press [System Settings].
3. Press [Forwarding Settings].
4. Press [Register].
5. Press [Condition Name]; enter alphanumeric characters.
6. Press [OK].
7. Press [Forwarding Conditions]. Select type(s) of condition(s).
8. Press [Done].
9. Press [Forwarding Destination]. Select Address Book
or Confidential Fax Inbox.
10. Press [Done].
11. Press [OK].
12. Press [Done]three times. 3

Retail Banks
Retail banks utilize incoming faxes to process countless loan applications, new account forms, credit
card applications, and other documents that, by nature, contain confidential information. It’s not
only important to protect this information to comply with G-L-B Act regulations, but it’s also critical
that a bank processes these quickly. With the Job/Fax Forwarding features, banks can configure the
imageRUNNER device to automatically route all incoming documents to their appropriate destination
and generate a confirmation e-mail to designated addresses.
Brokerage Firms
In order to comply with SEC and NASD* records requirements, brokerage firms need to capture and retain
all communications between the broker employees and their clients. Since much of this communication
occursviafax, the Job/Fax Forwarding function can be enabled to automatically route incoming faxes to the
appropriate digital archive, whether it’s a file server, document management system, or an e-mail address.
Hospitals
Many hospitals designate a single dedicated fax machine to be the source for incoming patient records
information. Because the information is confidential and needs to be protected to comply with HIPAA,*
these hospitals lock the fax machine in a closet. Needless to say, this not only substantially slows down
the processing of the patient data, but it also takes up valuable hospital floor space. Utilizing the Job/Fax
Forwarding feature on the imageRUNNER device, hospitals can automatically route incoming patient record
faxes toan e-mail system or electronic medical record software system while maintaining confidentiality.
Doctor Offices
Doctor Offices utilize fax as a primary communication method to route patient information to and from other
doctor offices, hospitals, clinics, and pharmacies. Like hospitals, doctor offices also need to comply with
HIPAA regulations in terms of protecting information. With Job/Fax Forwarding, they can leverage their invest-
ment of the imageRUNNER device by assuring that patient confidence from incoming faxes is maintained.
Law Firms
Law firms can benefit from the Job/Fax Forwarding feature, too. By automatically routing incoming faxes
to the appropriate attorney or paralegal, law firms can streamline workflow efficiency and help assure
client confidentiality.
Demo Scenarios 3

Q: How can Job/Fax Forwarding help meet
the security demands of the G-L-B Act?
A: You can meet G-L-B’s security demands by
ensuring that all incoming financial data is
routed to a specific broker’s e-mail address,
abank’s secure fax machine, or secured and
password-protected financial institution’s
database server. Refer to Canon’s information
(available on the ISG Product Marketing Web
site) to learn more about how Canon products
can facilitate with G-L-B Act compliance.
Q: How many Job/Fax Forwarding
conditions can I set?
A: You may set up to50 conditions.
Q: Can I view documents in the
Confidential Mail Box when I’m using
Job/Fax Forwarding conditions?
A: Yes, if you have rights to the
Confidential Mail Box.
Q: Can I have an e-mail notification
sent to me when documents are received
using Job/Fax Forwarding conditions?
A: Yes. As documents are received, a
confirmation e-mail is generated and
sent to designated addresses when
selecting Forwarding Done Notice.
Q: How does Job/Fax Forwarding help
withHIPAA compliance?
A: This function sends inbound faxes
to a secure location as opposed to
printing them to an open fax tray. It
also helps facilitate an electronic
document workflow.
FAQ
Q: Can I forward a fax to an e-mail address
from the imageRUNNER 5570/6570
devices automatically?
A: Yes. Please refer to the devices’ Operator
Manual for further details.
Q: Can I use the Job/Fax Forwarding
feature to help comply with HIPAA?
A: Yes.You can help facilitate HIPAA
compliance by routing all incoming
patient information to a specific
doctor’s e-mail, a nurse’s fax device,
or secured and password-protected
database server. Refer to Canon’s
information (available on the ISG
Product Marketing Web site) to learn
more about how Canon products can
help facilitate with HIPAA* compliance.
The Job/Fax Forwarding Solution
©2005 Canon U.S.A., Inc. All rights reserved.
Canon, IMAGERUNNER, and Canon KnowHoware registered trademarks of Canon Inc. in the United
States and may also be registered trademarks in other countries. IMAGEANYWARE is a service mark
of Canon U.S.A., Inc.in the United States.
All specifications are subject to change without notice.
•Facilitates compliance with regulatory acts, such as HIPAA and G-L-B, by protecting confidential information and routing it
to a secured destination, such as an e-mail address, file server, or document management system.
•Streamlines workflow and increases efficiency by automating incoming faxes to the appropriate destination, such as an
e-mail address, file server, or document management system.
•Leverages the investment of existing imageRUNNER devices through the expansion of their fax capabilities.
Benefits
3
0405-J/FF-PDF-NR
* Does not constitute legal advice. For complete information on compliance with these
statutes, you should consult with your legal counsel.