Is cloud document collaboration safe in regulated industries?

Dec 06, 2013

2013-12-06 Technology.jpgThe protection of private and sensitive data is a concern for organizations in every industry. However, for certain sectors, employees have to be especially concerned with secure cloud document collaboration and file sharing to ensure that they remain compliant with regulations governing data transmission. Workers within highly regulated industries such as healthcare and financial services must be sure that their file sharing and document collaboration solutions are compliant with current safety and privacy acts in place.

Healthcare sector regulations
Within the healthcare sector, groups need to follow guidelines associated with the Health Insurance Portability and Accountability Act of 1996. HIPAA protects sensitive information pertaining to both the patients and the healthcare provider.

In this way, medical care organizations must ensure that when they are utilizing a file sharing solution for document collaboration, there are sufficient protections in place that protect patient information from being accessed by those outside the healthcare group. For this reason, a reliable, secure file sharing solution must be used to prevent unauthorized access by third parties. Such a system, like Memeo C1, encrypts data in transit as well as data at rest, safeguarding patient files and maintaining HIPAA compliance.

Financial sector regulations
Banks, credit unions and other organizations within the financial industry are governed by laws such as the Gramm-Leach-Bliley Act, which has standards relating to consumer financial privacy. “Nonpublic personal information” is protected under this act, including a customer’s name, address, Social Security number and account numbers.

To comply with this act, organizations cannot share these items with unauthorized third parties, and must also make customers aware of what their information is used for. Similar to the regulations of the healthcare sector, financial institutions must ensure that proper protection, including encryption, is in place to guard against information access by third parties. Such a solution also offers data visibility, providing information as to where the data is being sent and what individual or groups are sending and receiving the sensitive files. This allows financial organizations to transmit information while remaining compliant with industry standards.

Document collaboration security precautions
In both cases, organizations utilizing the cloud for project collaborations or a data transmission solution should consider having a private cloud infrastructure in place. This type of platform makes it easier to have certain security protocols in place to block unauthorized users from accessing information. Organizations should utilize the same safety measures and practices in their external cloud solution that they do for internal systems, advised EMC SPARK contributor Janet Sanders. With these types of protections in place, organizations have the ability to safely send files while following the regulations of their respective industries.

Category: Collaboration