1. Utilize VPNs
Virtual private networks (VPNs) shield all web traffic from intercepting confidential files. When connecting to public Wi-Fi, your device and data become vulnerable to hackers. To prevent confidential files like PHI from being stolen, it is recommended that you use VPNs to prevent malicious actors from tampering with your data.
2. Employ Strong and Unique Passwords
Make sure that your files are password-protected and backed with authentication codes. Documents locked with encryption and unique passwords make it difficult for threat actors to gain access to confidential data. Your passwords must contain at least eight to 12 characters with a mix of capital and small letters, as well as numbers and special characters.
3. Set File Expiration Dates
To prevent data breaches, avoid storing files you no longer need for a period beyond their intended use. Set file expiration dates to limit access to files within a specified period. It will also help to implement policies outlining the proper procedures for securely deleting or archiving files once they are no longer needed.
4. Conduct Regular Audits
Track previous file transfers and document changes regularly for any suspicious logs. Admins should always review which individuals and employees have access to their resources. Regular audits can help identify any security lapses and improve measures to ensure data privacy.
5. Activate Multi-Factor Authentication
Configure multi-factor authentication (MFA) before approving logins on your cloud storage and platform. Only authorize individuals whose identity is verified. You can set up your MFA through text or biometric data like fingerprint or face recognition.
6. Employ End-to-End Encryption for Data Transfers
Your file transfers must always be encrypted while in transit and at rest. This will ensure that any confidential data remains protected from attempted cyber attacks or manipulation. By HIPAA guidelines, covered entities must utilize the Advanced Encryption Standard (AES) to protect and ensure the integrity of health information.
7. Review Data Files Before Sharing
Reviewing the information or files you’re about to share prevents the risk of sending inaccurate or inappropriate information. Remove or limit access to anything that may compromise the confidentiality of data. It also helps to de-identify the data that you are sharing for research purposes by excluding details that fall under personally identifiable information. Examples include names, social security numbers, fax numbers, and home addresses.
8. Upload Your Files to a Cloud Storage
Storing your files in secure cloud storage is a great way to ensure safe and secure data transfers. With ease of access, it would be easier to send files to colleagues and clients regardless of the platform or device they are using. Uploading documents to cloud storage can also help back up your data, facilitating easy recovery in case of disasters, power outages, and other emergencies.
9. Install Software Updates
Keep your file transfer up to date with the latest bug fixes and security patches. This is crucial in maintaining a secure and compliant file transfer environment. Furthermore, these software updates can help address any vulnerabilities within your system.
10. Conduct Employee Training on Secure File Transfers
Every person on your team should be knowledgeable enough when it comes to dealing with secure and regulatory-compliant file transfers. Regular training sessions help inform and educate your employees about the best practices for securing data during transfers and what to do in case of a security breach.
