A 2022 study in Perspectives in Health Information Management found that out of 382 privacy breaches caused by negligence, 212 incidents (55.5%) involved protected health information (PHI) being mistakenly mailed or emailed to the wrong recipients.
Go deeper: What is email archiving?
Why healthcare organizations need email archiving
A HIPAA compliance study states, “Covered entities must make their HIPAA documentation available to government authorities”. With email being a primary communication tool, proper archiving helps organizations meet compliance requirements, respond to audits, and protect against legal challenges.
Learn more: HIPAA compliance in communication
Key requirements
Retention periods
Healthcare organizations must retain email records according to both HIPAA requirements and state regulations. While HIPAA requires a minimum six-year retention period, some states mandate longer timeframes for specific types of medical records. Organizations need clear policies that address these varying requirements.
Related: What is a HIPAA retention policy?
Security standards
Archived emails containing PHI must maintain the same level of security as active records. This includes encryption, access controls, and audit trails that document who accessed archived information and when.
Implementation guidelines
Storage solutions
Healthcare organizations must choose between on-premises and cloud-based archiving systems. Each option has distinct implications for security, accessibility, and cost. Cloud solutions often provide better scalability and disaster recovery options, while on-premises systems offer more direct control over sensitive data.
Search and retrieval
Quick access to archived emails is required during audits or legal proceedings. Organizations need systems that enable efficient searching across multiple parameters including date ranges, sender/recipient information, and content types. This capability helps organizations respond promptly to audit requests and compliance investigations.
Read more: What are the OCR privacy audits for 2024-2025?
FAQs
How can organizations ensure archived emails remain accessible?
Regular testing of archive retrieval systems, maintaining current technology, and creating clear documentation of archiving procedures help ensure continued access to historical records.
What should organizations do if they discover gaps in their email archives?
Document the discovery, assess the scope of missing data, and implement corrective measures. Organizations should also review their archiving procedures to prevent future gaps.
What happens if archived emails are compromised?
Organizations must follow HIPAA breach notification requirements, document the incident, assess the scope of affected PHI, and take corrective actions to prevent future breaches.
