Is OneDrive HIPAA Compliant?

TL;DR

• OneDrive’s Compatibility with HIPAA: As standard, OneDrive does not comply with HIPAA standards for safeguarding Protected Health Information (PHI).
• OneDrive HIPAA Configuration: OneDrive and Microsoft settings can be configured to bring the service into compliance with the requirements of HIPAA.
• Business Associate Agreement (BAA): Microsoft will sign a BAA with covered entities, such as healthcare organizations.
• Storing PHI in OneDrive: Presents significant compliance and data leak risks. OneDrive settings must be configured correctly, at all times, and employees must be trained on proper data security and handling protocol.
• Potential for PHI Leakage: Due to OneDrive being a cloud-based file storage and sharing service, there is potential for data leaks. This ever-present risk underscores the importance of robust Data Loss Prevention (DLP) strategies.
• Enhanced DLP Features: Strac’s OneDrive DLP enables you to take control of your data security with scanning, detection, and redaction of sensitive data. Strict access controls and data sharing permissions ensure sensitive data remains secure at all times.

Is OneDrive HIPAA Compliant?

When it comes to managing protected health information within the digital realm, HIPAA compliance is a fundamental requirement for healthcare organizations. 

OneDrive is a popular cloud-based file hosting service owned by Microsoft. As standard, OneDrive does not meet HIPAA regulations for the safeguarding of PHI. 

However, OneDrive settings can be configured to be HIPAA compliant. Microsoft and OneDrive offer various features designed to protect sensitive data and ensure privacy, including access controls and cyber security auditing.

Will Microsoft Sign a BAA for OneDrive?

To comply with HIPAA, business associates must have a Business Associate Agreement in place with all organizations that are classified as HIPAA-covered entities.

Yes — Microsoft is willing to sign a BAA with healthcare organizations that covers the use of OneDrive.

However, simply signing the BAA does not ensure compliance. Healthcare organizations must also ensure their use of OneDrive remains compliant. 

To remain compliant with HIPAA standards, healthcare organizations must configure OneDrive’s settings, such as applying strict sharing permissions and access controls. Any employees or staff must also be properly trained on data security and handling sensitive data to prevent data leaks.

Can You Store PHI or Patient Data in OneDrive?

Yes —it is possible to store PHI in OneDrive, however it can still present certain risks. 

As mentioned, healthcare organizations planning on using OneDrive to handle and store PHI must configure OneDrives settings to do so compliantly. This includes enabling protections against unauthorized access and other data leaks. 

Furthermore, healthcare organizations must be on a OneDrive Enterprise plan and have signed a BAA with Microsoft. Without meeting these requirements and specific settings configurations, you risk non-compliance with HIPAA and open yourself up to significant regulatory and litigation risks.

Can PHI or Patient Data be Leaked from OneDrive?

Considering OneDrive’s use as a file storage service that also enables easy file sharing, there is always a risk of data leaks unless additional security mechanisms are implemented.

OneDrive is not immune to potential data breaches or leaks. Although Microsoft offers various security measures to ensure data security on One Drive, vulnerabilities remain. The risk of leaks of PHI can stem from various sources, including incorrectly configured access controls, accidental sharing and human error and even malicious internal threats.

Your employees and staff also play a daily role in ensuring data security and privacy when handling sensitive patient data —training staff on cybersecurity best practices adds to the complexity.

The persistent threat of data leaks leads many healthcare organizations to adopt additional security mechanisms that not only ensure compliance, but effectively prevent data leaks.

How Can Strac Prevent Data Leaks from OneDrive?

Strac OneDrive DLP is a comprehensive data leak prevention tool that adds an additional layer of security to OneDrive. 

Strac OneDrive DLP ensures your use of OneDrive remains compliant, efficient and secure at all times. Here's how:

• Customizable Detectors: Strac provides detection capabilities for sensitive data related to PCI, HIPAA, GDPR, and other sensitive information. Strac enables both detection and redaction of sensitive content in images and performs thorough content inspections in various document formats, spreadsheets and zip files.
• Seamless Integration: Customers can quickly integrate Strac and begin benefiting from DLP, real-time scanning, and redaction in their SaaS applications. See Strac’s full catalog of sensitive data elements.
• Accurate Detection & Redaction: Strac's custom machine learning models trained on sensitive PII, PHI, PCI, and confidential data provide high accuracy and low false positives and false negatives.
• Extensive SaaS Integrations: Strac has the widest and deepest number of SaaS and Cloud integrations. Visit our complete range of DLP integrations.
• AI Integration: Beyond standard SaaS, Cloud, and Endpoint protections, Strac seamlessly works with LLM APIs and AI platforms such as ChatGPT, Google Bard, and Microsoft Copilot, enhancing the security of AI or LLM applications and the data they process. Learn more through Strac's developer documentation.
• Endpoint DLP: Offering a unique solution, Strac provides accurate and comprehensive DLP protection not just for SaaS and Cloud environments but also across endpoint devices. Learn more about our Endpoint DLP.
• Adaptable Configurations: With ready-made Compliance templates and the ability to detect and redact sensitive data elements, Strac also offers customizable settings to address specific organizational requirements, ensuring data protection measures are tailored to your organization’s individual needs.

Learn more about how Strac adds an extra layer of security and helps organizations comply with HIPAA and other data security regulations with our guide to HIPAA Compliance. 

Book a free 30-minute demo to learn more.