Secure File Sharing
What is Secure File Sharing?
Secure file sharing refers to the controlled exchange of digital files in a way that protects sensitive information, especially protected health information (PHI), from unauthorized access, interception, or accidental disclosure. For HIPAA compliance, secure file sharing is not just a convenience feature; it is a core compliance requirement whenever files containing PHI are transmitted electronically.
Compliant file sharing is a critical element of modern healthcare: referrals, lab results, discharge summaries, billing records, and supporting documents need to move safely between providers, patients, insurers, and vendors. When these files are shared through unsecured methods, such as standard email attachments, public links, fax, or consumer file-sharing tools, the risk of a HIPAA violation increases significantly.
Secure file sharing solutions are designed to reduce privacy breach risk by embedding security, access control, and accountability into the file-sharing process itself.
What Makes File Sharing ‘Secure’ Under HIPAA
HIPAA does not prescribe a specific technology for file sharing, but it does require that reasonable and appropriate safeguards are in place to protect electronic PHI. Secure file sharing typically includes multiple layers of protection working together.
At a minimum, secure file sharing systems are designed to ensure that files are:
- protected during transmission
- accessible only to authorized users
- traceable through activity logs
- revocable if access needs to be removed
Encryption plays a key role, but encryption alone is not enough. Access management, authentication, and user behavior all affect whether file sharing remains compliant.
Secure File Sharing vs Standard Email Attachments
Standard email was not designed to securely transmit sensitive data. Attachments can be forwarded, downloaded, stored locally, or intercepted without visibility. Compliant secure file sharing services, such as Brightsquid Secure-Mail, protects files to the letter of the law, reducing the risk of loss, misdirection, or unauthorized access.
For many healthcare organizations, replacing email attachments, fax, and mail, with secure file-sharing workflows is one of the most effective ways to reduce HIPAA risk.
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