Supporting Safer Healthcare

• Officials at a 278-bed psychiatric hospital in Louisville, Ky., are racing to notify more than 24,000 patients that a flash drive containing some of their most personal and important information has been missing for more than a month. More

• News that a USB stick containing medical records of patients at a secure hospital has been found outside a supermarket has fueled fears over the safety of patient’s medical records. More

• For physicians (and other’s with access to sensitive healthcare information), a lost smartphone or forgotten laptop can mean a long, arduous process of notifying patients — and the risk of penalties under HIPAA. More

Portable data devices like USB memory sticks, smart phones, laptops, etc. are such useful little gadgets that those of us who like to stay “connected” wonder how we ever got along without them. Often we keep sensitive personal or professional data conveniently stored right at our fingertips.  Unfortunately, if we lose those clever little gadgets, that sensitive data can suddenly be right at someone else’s fingertips. 

The stuff of nightmares…

The proverbial ounce of prevention is way better than (multiple) pounds of cure, so let’s talk protection, encryption, and common sense. 

• First, consider whether you really need to keep sensitive information on a USB drive, laptop, etc. Once you’ve viewed it, transfered it, etc., delete it. (Note that deleted data can often be recovered, so deleting alone is not strong protection, but it helps.)
• Password protect your files.  Microsoft Office, as well as many other business applications, allow users to password protect files. While not strong protection, a password will keep the casual snooper out of your data. 
• Find out your organization’s policy. If the data you carry is work related, don’t lose your job over an avoidable data breach.
• Always keep your flash drive in the same place. USB Flash Drives (memory sticks) are small and easily misplaced. If you carry one don’t just toss it in your purse or pocket as it could be gone for days before you realize it. Some options: attach it to your key ring, keep it in a compartment of your wallet, carry a small case just for the USB drive.
• Seriously Consider data encryption.  If your portable device is work related talk to your IT Department.  If it is your personal device, do an internet search for Portable Device Encryption and you’ll find numerous options. 

Odds are good that eventually one of your portable data devices will be lost or stolen (reportedly about 800,000 a year meet that fate), so take reasonable precautions now to prevent major headaches later.