Google Apps for AHC and HCC Accounts
The University of Minnesota and Google, Inc. have an agreement that allows all Academic Health Center colleges, schools, centers and departments as well as other University departments with access to Protected Health Information (PHI) to use Google Apps. This agreement, known as a Business Associate Agreement (BAA), is a contract between a HIPAA-covered entity (the University) and a HIPAA business associate (Google), that protects PHI in accordance with HIPAA guidelines. Because of HIPAA compliance barriers, accounts with PHI access previously were not able to use the University’s Gmail service.
Apps Available for AHC and HCC Accounts
- Google Calendar
- Google Groups
- Google Drive/Docs
- Google Sites
When using Google Groups, users are subject to certain controls to ensure that no Protected Health Information (PHI) is archived.
- BAA groups aren't listed in the global address list or the group directory
- Messages aren't archived
- Only group managers can view the membership list
The School of Public Health and the College of Veterinary Medicine have access to the full suite of Google applications.
Request an Exception
If you are part of the University’s healthcare component and believe you have a business need to access Google Analytics, Google Hangouts Meet, and YouTube (the “Additional Google Applications”), please review and complete the AHC Google Apps Exception Request Form. Please keep in mind that access to the Additional Google Applications will not be permitted it would result in transferring, creating, maintaining, storing or otherwise making accessible any Protected Health Information (“PHI”). Also, please keep in mind that an exception for YouTube is only needed for those who post or edit content on YouTube.
When you submit the AHC Google Apps Exception Request Form, the Privacy Office will review it. The Privacy Office will contact you if they need additional information.
To receive Google Calendar events and email on your mobile device, you need to register the device with Google. It will not impact your functionality, but will protect the data and enable support staff to help you wipe data from your device if it is lost or stolen.
Please contact your local IT support for help. AHC-IS-supported users can call the Helpline at (612) 626-5100 (option 2) or email firstname.lastname@example.org. If you do not have local IT support, contact Technology Help.
- AHC Technology/Information Systems website (acceptable use information, answers to common questions, and self-help resources)