Based on our managed file transfer (MFT) benchmark and my analysis of leading MFT players, I selected HIPAA compliant file transfer services and essential features to evaluate when choosing a solution for HIPAA compliant file sharing.
Top HIPAA compliant file sharing services
| Services | Ratings | Free Trial | Price | Employee Size |
|---|---|---|---|---|
- based on - reviews | ✅ for 7 days | Not shared publicly. | 500 – 1,000 |
|
4.5 based on 130 reviews | ✅ for 25-days | Professional: USD 1,499/annual | 500 – 1,000 |
|
4.8 based on 79 reviews | NA | Not shared publicly. | 51-200 |
|
Serv-U by SolarWinds | 4.2 based on 12 reviews | ✅ for 14 days | Not shared publicly. | 51-200 |
FileCloud | 4.0 based on 358 reviews | ✅ for 14-days | Essentials: USD 12,50 / month- per user | 51-200 |
Accellion (Kiteworks) | 32 based on 32 reviews | ✅ | Not shared publicly. | 201-500 |
SmartFile | 4.1 based on 67 reviews | ✅ | Business: USD 20,00/ month- per user | 11-50 |
* Ratings are based on Capterra and G2. The HIPAA compliant file sharing vendors are listed according to rating.
Shared Features
- HIPAA secure file sharing: All these services ensure HIPAA compliance, making them suitable for handling Protected Health Information (PHI).
- Data encryption: They offer end-to-end encryption to protect data both at rest and in transit, safeguarding sensitive information against unauthorized access.
- Audit trails: Detailed audit logs are available to monitor file access and transfers, an essential requirement for HIPAA compliance and security auditing.
- Secure file transfer protocols: These services support secure file transfer protocols such as FTPS, SFTP, or HTTPS to ensure the safe transmission of data.
Detailed analysis of leading services
JSCAPE MFT Server
JSCAPE provides a file transfer solution that addresses the stringent requirements of HIPAA, safeguarding PHI through robust features. As an organization certified with SOC 1 Type 1, SOC 2 Type 2, ISO 27001 certificates, JSCAPE’s MFT solution enables organizations to achieve HIPAA compliance with ease when it comes to file transfers.
- Access Control: Regulates who can view or use the information, ensuring only authorized personnel have access to sensitive data.
- Audit Controls: Monitors and logs all file transfer activities, providing a detailed audit trail.
- Data Integrity: Ensures that PHI is not altered or destroyed during transfer.
- Authentication: Verifies the identity of users accessing the system, preventing unauthorized access.
- Transmission Security: Protects data during transfer using encryption, ensuring confidentiality and integrity.
Pros:
- Users appreciate JSCAPE’s support for multiple secure protocols (FTPS, SFTP, SCP, etc.) and its intuitive web interfaces for clients and administrators, which streamline file transfer processes and enhance security.
Cons:
- Some users have reported database crashes under heavy loads, causing extended maintenance times. The user interface can also be frustrating, with fixed dialog sizes making navigation difficult, which detracts from the overall user experience.
Cerberus FTP Server
Cerberus FTP Server offers customization options for security settings. This capability allows healthcare organizations to mold the service to their security protocols, a feature that stands in contrast to more rigid platforms with HIPAA compliant file sharing.
Source: Cerberus FTP Server Website 1
- Access controls: Implements stringent access controls to prevent unauthorized data access.
- Encryption: Ensures data protection in motion with a minimum of 128-bit encryption, with an option for FIPS 140-2 mode.
- Auditing: Provides full logging of file activity for security and compliance auditing.
Pros:
- Users value the tool’s compliance with HIPAA standards, ensuring the secure handling and transfer of sensitive healthcare data with features like SFTP, HTTPS, and detailed logging.
Cons:
- Users report limitations in allocating specific GB amounts to a user’s folder, restricting the ability to cap data storage per folder effectively.
Stonebranch
Stonebranch MFT is designed to facilitate secure file transfers across various IT environments while maintaining compliance with HIPAA standards. It emphasizes visibility and control, enabling organizations to manage file transfers efficiently without compromising data security. Features like centralized scheduling and real-time monitoring support better oversight and reliability.
Pros:
- HIPAA Compliance Features: Offers secure file transmission protocols and encryption mechanisms to protect sensitive data.
- Operational Oversight: Centralized management ensures consistent monitoring of transfer processes.
Cons:
- Complex Setup: Initial implementation may require technical expertise and time.
- System Requirements: May demand higher system resources for extensive operations.
SmartFile
SmartFile can integrate with a broad array of systems and workflows prevalent in healthcare settings. This adaptability enhances HIPAA compliant data sharing.
Source: SmartFile Website 2
- Granular permissions: Allows detailed control over file access rights, enhancing data security.
- End-to-end encryption: Secures files in transit and at rest with robust encryption standards.
- Monitoring & reporting: Offers tools for comprehensive tracking of user actions and file movements.
User Reviews
Pros:
- Users appreciate the service’s FTP functionality and substantial file storage capacity, enhancing their ability to back up and manage files effectively.
Cons:
- Users have noted concerns about the speed of uploads, which can be slower than expected, although it’s mitigated by the typically small data volumes they’re transferring.
Accellion (Kiteworks)
Accellion Kiteworks is distinguished by its collaboration tools that secure communication across diverse platforms. This feature positions it uniquely for organizations that operate in a multi-platform environment and require collaboration across various communication channels.
Source: Accellion Kiteworks Website 3
- Auditing: Offers auditing and reporting to meet HIPAA requirements and manage risks.
- Data security: Supports SSL/TLS and AES-256 encryption for data in transit and at rest, protecting patient data effectively.
- Rapid incident detection: Features real-time notifications and reporting for swift response to security incidents.
- Collaboration: Facilitates secure data exchange between healthcare organizations and business associates.
User Reviews
Pros:
- Accellion’s software is found exceptional for document management and collaboration, praising its ease of use for creating and sharing a large volume of documents.
Cons:
- Users report that the interface can be unwieldy, especially when navigating through numerous folders, making the management of expiration settings challenging.
Serv-U by SolarWinds
Serv-U by SolarWinds differentiates itself by offering flexible on-premises and hybrid deployment options. This versatility grants healthcare organizations the control over their file storage and HIPAA compliant document sharing, catering to those who prefer or require on-site data management solutions.
- Managed file transfer (MFT): Delivers a reliable and secure platform for managing file transfers while ensuring compliance with various regulations.
Source: HIPAA compliant file sharing tool Serv-U MFT Reviews by Capterra 4
User Reviews
Pros:
- The tool facilitates easy file sharing and collaboration on projects by offering a secure environment for file transfers. It enhances operational efficiency through automation, allowing users to set up event-driven actions.
Cons:
- Users report challenges configuring the software for high-availability setups with multiple hosts, as managing ports and gateways can become complex.
FileCloud
FileCloud stands out customization and control on sharing files. Its platform allows users to customize their environment to align with specific operational and security policies, providing a significant edge to maintain HIPAA compliant file sharing.
Source: FileCloud Website 5
- Built-in DICOM image preview: Supports large medical file formats, enhancing collaboration and file sharing within healthcare contexts.
- Hyper-security: Offers powerful encryption, automatic anti-virus scanning, and smart data loss prevention to safeguard patient and client privacy.
User Reviews
Pros:
- Users appreciate FileCloud for its no-code setup, enabling easy process creation and access to real-time reports with a single click. It supports HIPAA compliant file sharing and DICOM image previews, enhancing medical report sharing.
Cons:
- Users experience frustration with the software’s stability, noting unexpected exits during media backups, inability to connect to servers, frequent crashes, and limited offline functionality.
FAQ
What is HIPAA Compliance?
The term “HIPAA compliant” and its relevance to file sharing technology is a point, indicating the healthcare sector’s dedication to meeting the strict standards set by HIPAA compliance. The protection of Protected Health Information (PHI) is a key concern, as evidenced by scholarly discussions that underscore the industry’s commitment to privacy and security.
How Does a File Sharing Service Become HIPAA Compliant?
A file sharing service becomes HIPAA compliant by implementing stringent security measures to protect sensitive patient data, as mandated by the Health Insurance Portability and Accountability Act (HIPAA). This includes conducting regular risk assessments to identify vulnerabilities, using strong encryption to secure data both in transit and at rest, and enforcing strict access controls to ensure that only authorized personnel can access protected health information (PHI). Additionally, the service must establish clear data protection policies, maintain audit trails for all data interactions, and ensure that any breaches are reported promptly in accordance with HIPAA regulations.
What Are the Best Practices for Secure File Sharing Under HIPAA Compliance?
Conduct a Risk Assessment: Identify vulnerabilities in file transfer processes to safeguard PHI effectively.
Use Data Encryption: Protect PHI with AES 256-bit encryption for data at rest and in transit.
Implement Secure Protocols: Employ SFTP, FTPS, or HTTPS for enhanced security during HIPAA compliant file sharing.
Ensure End-to-End Security: Secure all endpoints with antivirus, firewalls, and security measures.
Access Controls: Enforce strict access through role-based controls, ensuring only authorized access to PHI.
Authenticate Users: Utilize multi-factor authentication to verify user identities securely.
Audit and Log Activities: Maintain detailed logs for monitoring user access and file movement.
Train Employees: Educate staff on HIPAA compliant file sharing and secure file handling procedures.
Establish Policies and Procedures: Develop clear protocols for PHI file transfers, including system updates.
Use Business Associate Agreements: Ensure third-party vendors are HIPAA compliant with BAAs.
Regularly Review Security Measures: Update security practices regularly to counter evolving cyber threats.
Further reading
- Top 8 Managed File Transfer (MFT) Solutions
- Top 8 SFTP Server Software Based on 1000+ Reviews
- Top 6 Enterprise File Transfer Solutions
External Links
- 1. Features | Cerberus FTP Server. Cerberus FTP Server
- 2. ExaVault Documentation | ExaVault (formerly SmartFile).
- 3. Kiteworks Private Data Network: Regulatory Compliance Software Platform. Kiteworks
- 4. Capterra, Accessed 11 March 2024
- 5. FileCloud – Hyper-Secure Enterprise File Sharing and Sync (EFSS) . FileCloud
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