It categorized the potentially sensitive data into logical and relevant classification categories and provided a detailed mapping of scan findings (full paths to folders and files) within each category. The output made it very easy for the El Centro IT team and El Centro management to review and verify the scan results.

There were several items of special note:

– The classification output categories included not only El Centro’s requested PHI and PII reviews, but additional potentially sensitive business operations, audit, security and governance-related content.
– Scan results flagged files that, at first glance, looked like false positives (such as files named template or form); however, on close review, these files actually did have field data entries that contained sensitive or personal information. (These most likely would have been missed on manual reviews for potentially sensitive contents.)
– Scan findings were easily grouped into regulatory and compliance items vs. business or operational risk decision items.
– The format and specific content of scan results helped IT expedite remediation efforts and this greatly improved confidence in El Centro’s compliance posture.

Using Doc Authority has allowed El Centro to make well-informed decisions about exactly what to protect and how within their logical model of desired security, compliance and risk management.   Within a very short period, DocAuthority enabled IT to apply encryption where needed, archive or eliminate unnecessary files, and complete their overall encryption project implementation.

The Information Challenge: In 2014, El Centro implemented a comprehensive project to provide encryption capability for hard drives, email, and any files and folders that contain sensitive PHI information.

As part of this encryption implementation, the project team made a concerted effort to identify and encrypt sensitive files and folders on El Centro’s networked file storage systems. This effort took several months, and when the encryption process ended, there were still nagging doubts about data that may have been missed.

El Centro needed some reasonable way to improve the assurance and confidence in their security protection and compliance status.

The Solution In late 2014, El Centro contacted DocAuthority to scan the stored data as a way to identify and classify any potentially sensitive data in a thorough and cost effective manner.

The entire set up and scan process went very smoothly, with no measurable impact on clinic operations or response times, and the scan output results were impressive.   Doc Authority produced a concise summary of all scanned areas, indicating what was found and flagged as sensitive.

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