It has been our experience that when internal file transfers are treated lightly, it is symptomatic of lax practices overall. That’s because allowing staff to treat the security of internal file transfers can result in bad habits for any file transfers, or send a message that security isn’t a priority for the organization. After all, if it’s okay to email unencrypted protected health information (PHI) to a colleague working in a different department, what’s the harm in treating electronic health records (EHR) the same way when they need to go to a diagnostics lab?
Internal File Transfers are High Risk, Too
Data breaches related to misdelivered files, unencrypted email, use of unsecure FTP servers, and other high-risk, non-compliant data management practices are common. These are the dangers of relying on manual processes, home-grown scripts, and tools that were not designed for the purpose of automating and securing sensitive files. The HIPAA Journal regularly posts stories of healthcare organizations that were breached because of practices like using email to send PHI and EHRs.
Such errors are more common than you might think. A recent Verizon Data Breach Investigations Report (VDBIR) found that file “misdelivery” was a factor in 43% of all data breaches. Sometimes those erroneous transmissions occur on a grand scale. Two years ago, we wrote about an error that resulted in the misdelivery of millions of emails, intended for a U.S. military organization. However, because of a typo that was not caught for years, instead of being sent to a .MIL email address, the automated emails containing sensitive personnel information, and possibly also classified documents, went to a .ML address in the North African country of Mali.
How to Secure Internal File Transfers for Healthcare
Secure internal file transfers for healthcare can be simplified and streamlined. Whether your files are going across the hall or across the country, you need to treat them with care consistent with security regulations like HIPAA. Using a trusted, secure managed file transfer (MFT) solution with features designed to automate critical security processes makes it simple:
- PGP encryption management
- Single sign-on and LDAP support
- Role-based, least privilege access
- Multi-factor authentication and authenticator support
- One-click compliance audit reporting
- Simple digital supply chain mapping and reporting
- Destination affirmation
- Trouble notification
- Support for NIST-standard quantum resistant cryptography
How Diplomat MFT Simplifies Internal File Transfers for Healthcare
Click for Mass General Brigham Case Study
Click for Molina Healthcare Case Study
To make your search for such a solution easy, we’ve built all those capabilities into our secure-by-design Diplomat MFT solution. Trusted by many of the U.S.’s largest healthcare organizations for more than twenty breach-free years, we are confident that you’ll be pleased with its performance and reliability. And to sweeten the deal, Diplomat MFT comes with the industry’s best technical and customer support at a price that is ethical and transparent. No surprises, just enterprise-grade performance purpose-built to make all your file transfers simple and secure. For more information about Diplomat MFT, or to schedule a demonstration with a managed file transfer expert, visit our site.
# # #
FAQ: Internal File Transfers in Healthcare
Q: What are internal file transfers in healthcare?
A: Data that is sent electronically from one department or facility to another within the same organization.
Q: Why are internal file transfers overlooked?
A: Internal file transfers may be regarded as less of a security concern than external transfers despite the same risk factors.
Q: How can healthcare organizations secure internal file transfers?
A: By using the same managed file transfer solution for internal transfers as they do for external file transfers, with features like encryption management, multi-factor authentication, role-based access control, and more, healthcare organizations can ensure all file transfers are executed with the same level of security and efficiency.
Q: Is MFT required for HIPAA compliance?
A: No, but a secure MFT solution can ensure many requirements for HIPAA compliance are met, minimize the risk of human error, and provide proof of compliance through one-click audit reporting.