Because messages arenвЂ™t stored on the phones themselves a lost or stolen phone wonвЂ™t result in a data breach.ДataMotion SecureMail. TigerText messages are also deleted, either after a set time period or after theyвЂ™ve been read. Instead of being stored on your phone, messages sent through TigerText are stored on the companyвЂ™s servers, and messages sent through the application canвЂ™t be saved, copied or forwarded to other recipients.

TigerText.В Regular SMS text messages on your phone arenвЂ™t compliant with HIPAA, but TigerText replicates the texting experience in a secure way. Sookasa audits and controls access to those files, meaning data can be blocked even if a device is lost or stolen.В Sookasa also enables secure collaboration via web mail (for example, Gmail, Yahoo Mail and Outlook) by replacing unsecured attachments with links to encrypted files.В The userВ mustВ authenticate before opening the file, meeting the requirement to audit every access to ePHI.ДЄlso, non-Sookasa users canВ upload files securely to Sookasa users, which isВ especially useful for collecting sensitive data from clients without requiring them toВ install special software. When Dropbox synchronizes a file to multiple devices, it remains encrypted, anywhere it is stored. Sookasa.В Sookasa is an online service that automatically encrypts individual files shared and stored in Dropbox. HereвЂ™s a look at three different options, including oneВ from my company. The good news is there are ways to make the cloud compliant with HIPAA, withВ a number of tools that seamlessly integrate encryption. There are cloud platforms that encrypt and protect data on their servers, and can ensure HIPAA compliance.В The issueВ with file-sharing services like Dropbox and Google Drive, and with web mail services like Gmail,В is thatВ unencryptedВ copies of files are stored onВ all of yourВ devices, increasing yourВ exposureВ to a breach. (Consider how the autofill feature in email can easily send proprietary information to the wrong person.) When you share files you lose control of them the same way you do when you email them to someone.

For example, if you use Dropbox to store importantВ files on three different devices, then you haveВ three times as manyВ opportunitiesВ toВ lose one of thoseВ devices.В In fact, lost or stolen devices account for more than 60 percent of HIPAA breaches. The problem with unencrypted file sharing is similar toВ unprotected emailsВ -В except yourВ vulnerability is multiplied by the number of mobile devices that hold confidential information.

If you make a change to a file on your laptop that change will show up later when you open the file on your desktop or mobile device, since all of the devices are synced to the same account. YouВ can sync documents across a number of devices so youВ can always access the most updated versions of files, no matter where you areВ working. Web-based email services like Gmail and Hotmail store emails and attachments in the cloud, for example.ДЇile-sharing services like Dropbox allow you to manage files in a more streamlined way in the cloud. What the Cloud Is and IsnвЂ™tД¬loud computing allows data and applications to be stored externally -В away from a userвЂ™s own physical hard drive or server -В and then accessed on demand via the Internet. Therefore, encryption has become a de-facto standard for preventing HIPAA breaches. While HIPAA doesnвЂ™t specifically require encryption of files, if a file has been compromisedВ - ifВ a device containing electronic protected health information (ePHI) has been lost or stolenВ -В the only way to avoid a HIPAA breach is to encrypt the files. Lawyers whoВ are not compliant with theseВ rules could expose themselves to liability. The Health Insurance Portability and Accountability Act (HIPAA) requires that health records be strictly safeguarded, with security measures put in place to store and transmit electronic medical information. He told me that lawyersВ regularly sendВ him clientsвЂ™ medical records, sometimes 100+ page documents at a time, without protecting the information and preventing it from falling into the wrong hands. Recently, I was chatting with a forensic psychiatrist who consults on criminal and civil cases. Cloud-based file-sharing services like Dropbox, Box and Google Drive may help streamline the way weВ store and share sensitive documents, but they require an additional layer of security to ensure that confidential files stay safe.

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