HIPAA Email Archiving
Though HIPAA puts forth some standards for sending PHI via emails, it doesn't stipulate specific regulations regarding email archiving. It does recommend archiving email in a safe and comprehensive manner since the archiving of emails (carrying PHI) contributes to making electronic patient health information (e-PHI) more secure.
Our Advanced Real Time Backup System allows easy backup and retrieval of emails beyond the mandated preservation period of e-PHI for six years. We will archive your data indefinitely for as long as you are a customer.
Why should you archive emails?
- Compliance - The HIPAA Six-Year Retention Rule makes it mandatory to maintain PHI records for at least six years and this is applicable if you plan on storing emails with electronic PHI (e-PHI) permanently on our servers.
- Litigation Support - Every healthcare professional needs to secure themselves against the possibility of litigations, which are very common in the healthcare industry. During litigation-based research, e-PHI data, stored and indexed properly as a part of email archives is a very helpful solution.
- Disgruntled Employees - Sometimes the termination of an employee leads to sabotage. We've seen many incidents where disgruntled employees delete their emails as a form of sabotage or to erase evidence of wrongdoing. Having all employee emails archived is a great way to protect your organization and easily restore deleted data.
- Proof of Email Delivery - If your organization loses an email and needs proof of email delivery, email archiving is a great tool to restore missing emails.
- Administration Accidents - Some of our customers have accidentally deleted entire user accounts from their control panel. Once you delete a user, their account and its email data is permanently erased from the mail server. The ability to restore all data from the archives for that user has been a true life saver in these cases.
- Guarding Against the Future - Most analysts agree that HIPAA regulations regarding email communications carrying PHI will be more heavily enforced in the near future. Thus, updating your organization from an email archiving perspective now is an enterprising way to prepare for the inevitable.