Top HIPAA Compliant File Sharing Services & Best Practices

Top 10 HIPAA Compliant File Sharing Services

Below is a round-up of the 10 most notable HIPAA-compliant file sharing services:

Sharetru (formerly FTP Today)

By employing 2,048-bit encryption to send files and AES 128-bit encryption to store files on its servers, Sharetru provides a secure environment for sensitive medical data. Additionally, the data centers supporting Sharetru are certified under ISO/IEC 27001:2013, a widely recognized standard for minimizing information security risks. This robust infrastructure, combined with its offering of HIPAA-compliant hosting options, including a starting plan of $108/month (annually) with 10 GB of storage and unlimited users, allows healthcare organizations to entrust Sharetru with their sensitive data while meeting regulatory requirements.

Google Workspace

Google Workspace uses robust security protocols to safeguard and maintain the availability of HIPAA-covered data. To operate with PHI, customers under HIPAA obligations must enter into a Business Associate Agreement (BAA) with Google. Customers who have not yet signed a BAA with Google must refrain from using their services for PHI.

Kiteworks

Kiteworks provides a suite of features designed to safeguard sensitive patient information from unauthorized access. With automated end-to-end encryption, granular access controls, and detailed audit logs, it ensures that data is secure and compliant with the HIPAA Security and Privacy Rule. Additionally, the solution offers rapid incident detection and response capabilities, enabling swift and effective mitigation of potential breaches. Moreover, it facilitates secure collaboration with business associates, meeting the requirements of the HIPAA Omnibus Rule, while also enhancing privacy controls for genetic information, thereby complying with the Genetic Information Nondiscrimination Act (GINA).

Tresorit

Tresorit is a reliable and secure file storage and sharing solution that safeguards healthcare-related files by encrypting them with 256-bit keys, ensuring that even the company itself cannot access the contents of the files. This secure solution offers a range of features that guarantee the integrity of files and communications, including end-to-end and on-device encryption, and additional authentication steps. Furthermore, Tresorit’s files can be accessed from any browser or mobile device, allowing for HIPAA-compliant mobility and seamless collaboration. When it comes to sharing, Tresorit replaces traditional unsecured email attachments and file transfer methods with secure file and folder sharing, complete with customizable security features such as download limits, expiration dates, and password protection.

iFax

iFax is a secure online fax solution that empowers healthcare organizations to effortlessly transmit and receive sensitive information, such as patient records, forms, and documents, while maintaining 100% compliance with HIPAA regulations. As a verified HIPAA provider, iFax boasts the esteemed Seal of Compliance, ensuring that all security measures are strictly adhered to, safeguarding against potential breaches and protecting the confidentiality of sensitive information. Their cutting-edge encryption and rigorous security protocols guarantee the integrity of communications, allowing healthcare organizations to streamline their workflows and reduce costs while confidently meeting the highest standards of HIPAA compliance.

DropBox

While Dropbox has no formal HIPAA certification, Dropbox provides customers with clear guidelines and best practices to help meet the requirements of HIPAA, such as configuring account sharing permissions, disabling permanent deletion, monitoring access, and understanding third-party apps. For customers handling PHI under HIPAA guidelines, a Business Associate Agreement (BAA) must be in place before uploading PHI to Dropbox. Customers seeking more information on Dropbox’s internal practices and recommendations can access the Trust Center, which provides a detailed overview of the company’s commitments to security, privacy, and compliance.

OneDrive

Microsoft OneDrive is not inherently HIPAA compliant, even with a Business Associate Agreement. To ensure compliance with HIPAA regulations, an ‘Enterprise’ or ‘Business’ plan with specific security measures must be subscribed to, and additional features or configurations may be required to meet the necessary requirements. Additionally, it is crucial to provide training to employees to ensure they understand how to use OneDrive correctly and avoid unintentional policy violations. Ultimately, the configuration and use of OneDrive, including any integrations, are what determine its compliance with HIPAA.

ShareFile

While ShareFile provides tools to support HIPAA compliance, it is ultimately the customer’s responsibility to ensure their environment is properly configured and used to meet the necessary compliance requirements. This involves having a comprehensive HIPAA program and internal processes in place throughout their organization. Additionally, customers must subscribe to a ShareFile Premium Account in order to access HIPAA-supported services. By doing so, customers must also accept the ShareFile Business Associate Agreement (BAA) to acknowledge the terms and conditions of using these services. In this arrangement, ShareFile will operate as a Business Associate, and the customer will be considered a Covered Entity under the HIPAA regulations, emphasizing the shared responsibility in maintaining compliance.

Box

Box has maintained HIPAA compliance since November 2012. To safeguard PHI, Box implements robust security measures, including data encryption, restricted access controls, and auditing of account activities. Furthermore, the company signs Business Associate Agreements (BAAs) with clients, and offers comprehensive security policies, procedures and training, designed to protect PHI. While healthcare organizations are responsible for configuring Box in a HIPAA-compliant manner, Box is committed to supporting their efforts to meet HIPAA requirements and maintain the integrity of their PHI.

HIPAA Vault

HIPAA Vault provides a secure FTP server that incorporates robust security measures, including two-factor authentication, encryption, and IP address exclusions. The pricing plan starts at $199 per month, offering 20 GB of storage, 25 user accounts, and 2 administrative users. Beyond the standard features, HIPAA Vault also includes fully managed services to detect and respond to critical alerts and potential breaches, giving you peace of mind. When selecting an FTP server for HIPAA compliance, it’s essential to carefully evaluate the provider’s features and access controls to ensure they meet your specific needs.

Why Secure File Transfer Matters

The HIPAA Security Rule outlines encryption as a necessary measure to ensure the confidentiality and integrity of patient health information (PHI), mandating that covered entities adopt security standards as recommended by the National Institute of Standards and Technology (NIST).

While encryption is not a categorical requirement, it is implicit that it is necessary to protect both PHI at rest and in transit. In the event of a data breach, the Office for Civil Rights (OCR) will investigate whether all reasonable measures, including encryption, were taken to prevent the incident.

Failure to use encryption can be seen as a contributing factor in a potential breach, highlighting the importance of implementing this critical security measure to safeguard patient data.

Best Practices For HIPAA-Compliant File Transfers

To ensure compliance with HIPAA regulations, healthcare organizations must implement robust security measures to prevent unauthorized access, including monitoring access and changes made to PHI, and encrypting PHI at rest and in transit. Below are some of the most notable best practices for HIPAA-compliant file transfers:

1. Secure Data Transmission & Storage

Use secure communication channels like SSL/TLS to transmit sensitive data, and avoid using insecure protocols that compromise data security. Use robust encryption protocols like AES with a minimum key length of 128 bits to safeguard patient information, both at rest and in transit.

2. Access Controls & Authentication

Implement strict access controls and authentication protocols to ensure only authorized personnel can access or transfer sensitive patient data.

3. Track Data Access and Changes

Maintain detailed audit logs of file access and transfers, including user identity, date and time, and changes made. Adopt a solution that can monitor all activity involving PHI and alert administrators of suspicious events in real-time.

4. Security Awareness Training

Educate employees on data security policies and best practices, and ensure they adhere to them to prevent data breaches and unauthorized access.

5. Third-Party Vendor Oversight

Ensure that third-party vendors comply with HIPAA standards by signing Business Associate Agreements (BAAs), conducting regular audits, and verifying their data security practices.

6. Incident Response

Develop a comprehensive incident response plan (IRP) to quickly identify, contain, and mitigate potential data breaches.

How Lepide Helps

The Lepide Data Security Platform helps to protect against unauthorized access and misuse of PHI, alerting administrators in real-time of potential security breaches. Furthermore, Lepide helps to identify excessive permissions and reverse any changes made to files and folders containing PHI. Additionally, Lepide’s preconfigured reports provide a comprehensive overview of security and compliance, including HIPAA-specific requirements, while its ‘threshold alerting’ capabilities allow administrators to detect and respond to ransomware threats in real-time, potentially stopping the attack in it’s tracks.

If you’d like to see how the Lepide Data Security Platform can help to protect your HIPAA-covered data, schedule a demo with one of our engineers.