![]() ![]() And if you share a file with someone else, the data goes onto their devices as well. They don’t just keep a copy of your data in the cloud they also scatter or download a copy of that data to all your devices through synchronization. If you look at services like Dropbox, Box, Gmail, Evernote and numerous others, they all have a similar property. Perhaps the biggest problem resulting from use of such services is the scattering of files. Even if you look at highly regulated industries like healthcare, education, legal and financial services, you’ll see high penetration of consumer-oriented cloud services. Personal email systems and file synchronization and sharing tools have become prevalent in the business world, even if they are not officially sanctioned. The usage numbers have probably gotten higher since because Dropbox claims to have more than 275 million users.ĬIOs and CISOs hate to admit it, but they know employees use Dropbox and other unauthorized cloud services like Gmail to enhance productivity. Toward the end of 2012, the file storage company Nasuni released data indicating one in five employees admits to using Dropbox at work, even if it’s against company policy. ![]() The Compliance-as-a-Service vendor Sokasa provides a self-service turnkey encryption and compliance solution to ensure files are encrypted wherever they're placed. Many psychologists still store records in paper form or on their personal computers.Personal email systems and file synchronization and sharing tools like Dropbox and Gmail have become prevalent, but have inherent risks in the business world. However, as the movement toward using electronic systems for practice management and patient record keeping has gained momentum, cloud computing has become a valuable tool for backup of patient records. The Health Insurance Portability and Accountability Act (HIPAA) Security Rule generally requires that providers maintain backups of patient records. The APA Practice Organization (APAPO) provided a basic introduction to cloud computing in October 2011. This article goes more in-depth regarding privacy and security and discusses other options for electronic record storage. What is Cloud Computing?Ĭloud computing is a method of saving data in an off-site storage system maintained by a third party. Cloud computing affords providers the convenience of accessing patient records from virtually anywhere. Additionally, cloud storage spares the expense of purchasing services or additional computer hardware for electronic storage, and thereby eliminates the need to maintain a large information technology (IT) system on site. It also limits the risk that your files will be lost should an unforeseen event affect your office - such as fire, flood or burglary. How is cloud computing different from office-based record keeping? By maintaining your records “in the cloud” and not in your physical office space, your patient records are no longer vulnerable to these risks. When utilizing a cloud storage system, copies of files are sent over the Internet to a data server where the information is recorded and saved. To retrieve the information, the server is generally accessed through a website portal by utilizing a unique username and password. This site allows the provider to access and edit patient files on the server, or it can be used to retrieve files that can then also be saved on the psychologist’s computer. Unlike maintaining hard copy records in your office or on your personal computer, storing data on a cloud storage system means the data can be accessed from any location with Internet access or from a mobile device such as a cell phone or tablet. How do you determine if the Cloud is HIPAA compliant? This could offer more flexibility and convenience for psychologists who practice in rural areas or from multiple locations. The first step is to research different Cloud computing options. Many sites will indicate that they are Health Information Portability and Accountability Act (HIPAA) compliant on the webpage. When looking at these products, psychologists should look for the option that indicates it is secure for health care providers - many vendors offer more basic versions that may not be HIPAA compliant. If you are unsure, contact the vendor to request more information about their product's HIPAA compliance and available security settings. (APA/APAPO does not endorse any particular products.) Some products that claim to be HIPAA-compliant include Carbonite, MozyPro and Sookasa. ![]()
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