Is email metadata a risk to HIPAA compliance in email communications?

Email metadata includes hidden details about an email we don’t often see. When this data is compromised and contains patient data, there is the potential for a HIPAA violation or the contribution to a larger-scale breach. 

Understanding email metadata 

Email metadata consists of details not commonly seen in an email. The information includes details like the sender and recipient's addresses, the data and time the email was sent, the subject line, and the routing information of the various servers the email travels through. This data assists in the delivery of emails, helping servers determine how to route messages and making sure they reach the intended recipient. 

Despite its usefulness in email routing, the information within email metadata can be used for nefarious purposes. A research paper from eCrime Researchers Summit provides that, “This information can be exploited by hackers, as it often contains insights about communication patterns and relationships, potentially leading to breaches of privacy and security, especially when sensitive data is involved.” 

Is email metadata a risk to HIPAA compliance? 

Email metadata can be compromised or breached in several ways, mainly through interception during transmission, unauthorized access to email servers, or phishing attacks targeting individuals. When an email is sent, its metadata travels alongside the message, making it vulnerable to interception by hackers who can exploit weaknesses in network security. 

If an email server is also inadequately protected or unauthorized personnel gain access, there is the risk that the metadata as well as the email contents can be retrieved. If the compromised email metadata contains protected health information like the patient's name or treatment information its exposure could lead to a HIPAA violation. 

Best practices for the protection of email metadata

• Use HIPAA compliant email services like Paubox that protect both content and metadata during transmission. 
• Limit the amount of metadata generated by restricting the use of CC and BCC fields. 
• Make use of secure email gateways that can filter and encrypt emails, helping to protect metadata by analyzing it for threats before it reaches the recipient. 
• Implement tools that can scrub or anonymize email metadata before sending. 
• Limit access to email accounts and sensitive data to only those who need it. 

FAQs

What is encryption? 

It is the process of converting information into a code to prevent unauthorized access. 

What is an IP address? 

A unique string of numbers assigned to each device connected to the internet identifying its location and allowing communication between devices. 

What is phishing?

It is a fraudulent attempt to obtain sensitive information like passwords or credit card details.