Healthcare providers must share files securely to safeguard protected health information (PHI) and be HIPAA compliant. Storage solutions like Dropbox Business, Box Enterprise, or Google Workspace Business Plans provide secure file sharing following HIPAA regulations.
Paubox Storage
Starting December 31, 2024, we will be discontinuing Paubox Storage services.
If you're looking for a compliant storage solution, check out our suggestions here.
What are some of the alternatives to Paubox Storage?
Dropbox Business or Business Plus
Dropbox Business is known for its simplicity and ease of use. It includes features for file-sharing, user-friendly interfaces, and enterprise-grade security. Other benefits include its mart sync capabilities, which automatically sync files across devices without taking up local storage space.
Dropbox also integrates with productivity tools like Slack, Zoom, and Microsoft Office for better collaboration.
Furthermore, covered entities can configure Dropbox Business plans for HIPAA compliance, making it a safe alternative for sensitive data.
Box Enterprise or Enterprise Plus
Box is another option for secure file storage and sharing. Compared to Dropbox, Box primarily works with an enterprise audience and offers a wider range of features for larger teams. The Enterprise Plus plan provides enhanced features, like unlimited storage and advanced governance options.
Box makes it easy for teams to collaborate on documents in real-time and integrates with over 1,400 apps, including Microsoft 365 and Google Workspace.
It also offers customizable security controls, data loss prevention, and encryption, which can be configured for HIPAA compliance, making it an attractive alternative for businesses handling PHI.
Google Workspace (Business Plans)
Google Workspace is another option for businesses looking for more than just storage. It offers secure file storage, sharing, and productivity tools like Gmail, Google Docs, Sheets, and Calendar. With real-time collaboration, team members can work on the same document simultaneously, enhancing their productivity.
While Google Workspace encrypts data at rest and in transit, the security of file-sharing transmission can depend on the recipient's server. If the recipient's server does not support transport layer security (TLS), the connection will not be secure, potentially resulting in a HIPAA violation.
Google Drive can be configured for HIPAA compliance, but users must check that the proper security settings are in place, including managing access controls and audit trails.
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How to choose the right storage solution
- Compliance requirements: Choose a HIPAA compliant storage solution, like Paubox, that’s easy to use and automatically encrypts PHI, preventing potential data breaches.
- Scalability: Look for a storage solution that can easily scale with the organization's growth to accommodate increasing amounts of data without sacrificing performance or security.
- Collaboration tools: Consider collaboration and integration features that can improve the organization’s workflow.
Related: Why Google Workspace and Microsoft 365 aren't enough for complete HIPAA compliance
FAQs
What is HIPAA?
The Health Insurance Portability and Accountability Act (HIPAA) sets national standards for protecting the privacy and security of certain health information, known as protected health information (PHI).
HIPAA is designed to protect the privacy and security of individuals’ health information and to ensure that healthcare providers and insurers can securely exchange electronic health information. Violations of HIPAA can result in significant fines and penalties for covered entities.
What is a business associate agreement (BAA)?
A BAA is a contract between a covered entity and a business associate that outlines the responsibilities for safeguarding protected health information (PHI) and ensures HIPAA compliance.
Can an organization be penalized for a breach of PHI?
Yes, organizations can be penalized for breaches of PHI if they fail to comply with HIPAA regulations. Penalties can range from $100 to $50,000 per violation, with a maximum annual fine of $1.5 million.
The severity of the penalty depends on factors such as whether the breach was accidental or due to negligence, the extent of harm caused, the organization’s compliance history, and the steps taken to correct the issue.
