Staying HIPAA-compliant mandates proper safeguards for email platform security.
HIPAA regulates the protection of private, secure health information. Why is HIPAA-compliant email critical for your company? Violations of HIPAA can result in civil and criminal penalties, ranging in severity from fines to prison time.
Zoho Mail makes it easy for your business to operate under HIPAA security standards. Whatever the size of your organization, Zoho Mail allows your company to scale while maintaining HIPAA email compliance. Let’s explore some of the features and controls used by Zoho to implement HIPAA-compliant email services.
User roles and access permissions
Within the Zoho Mail admin panel, admins can grant role-based access to users. Administrators have the ability to create and manage accounts, monitor security policies, and audit logs. Users do not have access to the admin console, and cannot view any admin functions.
Security control
Zoho Workdrive and Mail are extremely secure and HIPAA-compliant. Administers can enable and enforce custom security policies while scaling to suit the growth of your company. Zoho protects user data through digital and physical safeguards. Every email is encrypted to ensure HIPAA-compliant email marketing. In terms of physical security, our data centers are protected by 24/7 surveillance and biometric authentication
Document retention
One major component of HIPAA compliance includes the ability to reproduce documents. Pulling data to prove your compliance is simple with Zoho’s eDiscovery feature. Monitor, search, track, and reproduce your data whenever you have the need. If your business ever needs to prove HIPAA compliance, Zoho makes it easy to produce audit logs at the drop of a hat.
End-to-end encryption
Zoho CRM with email marketing stores data in an encrypted format. Before being stored, the data is broken into fragments for further encryption. Our encryption keys are meticulously managed with the required diligence. All data transfers occur in secure mode, protecting data from unauthorized access – internal or external. Zoho’s HIPAA-compliant marketing automation system even offers an extra layer of encryption, via SSL certificate-based encryption.
Email deletion
The Zoho Mail interface allows users to delete their own data. However, if the retention and eDiscovery features are enabled, a copy will be retained in the eDiscovery portal. Administrators can define the retention period to uphold HIPAA email compliance. When a user account is deleted, that user’s data will be scheduled for deletion in 30 days.
Audit logs
Automatically record administrative actions with Zoho Mail audit logs. Available for a one-year period, these logs can be exported by administrators from the control panel. User email logs can be retrieved from the same panel and are available for 90-day periods.
For healthcare providers, Zoho Workdrive allows companies to manage medical records securely.
-Access control securely archives medical data. Assign role-based access for patient reports.
-Safely share patient data internally and externally. Zoho provides HIPAA email compliance through password protection, expiration dates, and download limits.
-Monitor all activity within your file storage platform. Receive notifications for every change made to sensitive files and track all document activity.
-Restore lost data from the Zoho Workdrive trash can.
-Securely access files on the go with the Zoho Workdrive app. In case of phone loss or theft, users can remotely wipe data from their devices.
Is your email platform HIPAA compliant?
Learn more about Zoho’s HIPAA-compliant email marketing today. Reach out to Enable to schedule your introductory call to discover how our Zoho consultants can serve your organization.
