How to Access Protected Health Information from Anywhere and Stay Compliant

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1 How to Access Protected Health Information from Anywhere and Stay Compliant Secure, HIPAA-compliant file sharing & data storage with mobile data access Safeguard protected health information (PHI), support regulatory compliance and mobilize data access with Citrix ShareFile Enterprise. Share, store, sync and secure data on any device Citrix ShareFile is a secure data sync and sharing service that allows IT to mobilize all enterprise data and empower user productivity anywhere. ShareFile gives healthcare organizations a choice of where data is stored on premises, in a dedicated healthcare cloud or a combination to meet their specific needs. IT can provide instant mobile access to data, including information on existing network drives, SharePoint sites, OneDrive for Business and enterprise content management systems. Control how data is accessed, stored and shared with Citrix ShareFile, an industry-recognized, IT-approved market leader: Secure IT Oversight Dedicated Healthcare Cloud Mobile Data Access Safeguard PHI and maintain HIPAA compliance Send & receive files securely Mobilize enterprise data wherever it s stored Collaborate, share data and work productively anywhere IT control plus data & device security IT can define the right level of data access and sharing for each user, with full visibility and control: Security for patient data For added patient data security, organizations can use a private enclave, ShareFile Cloud for Healthcare: A dedicated, secure storage Mobility and productivity Organizations can enable true mobile productivity and enable instant access to data on existing network drives, SharePoint and ECM systems: Mobilize access to corporate data Authentication of and space within a private cloud Provides secure large fi and personalized desktops authorization over fi sync and sharing privileges. Granular access controls and security policies for both employees and third-party users. Advanced device security where customers PHI is processed and stored in SSAE 16 Type II accredited datacenters. Technically compliant with the HIPAA Omnibus Final Rule. management and real-time collaboration. Delivers desktop and mobile access to data from anywhere and syncs information across all devices. (encryption, remote wipe, poison pill, data expiration, passcode lock and disabling of external apps) to keep PHI safe on any device. Support for privacy and Compliant to the HIPAA Security Standards for the Protection of Electronic Protected Health Information and the Health Information Technology for Economic and Puts data securely in the hands of teams while in the office, at the hospital, with a patient and even provides offline access and editing capabilities. compliance with robust reporting and auditing. Clinical Health (HITECH) Act. citrix.com 1

2 How healthcare organizations are using enterprise file sync & sharing Top use cases include safe and secure exchange of PHI and mobilizing data access for improved clinical collaboration and productivity Securely store and share files Exchange files, both internally and externally, to limit data leakage Go paperless get 4X cost savings by uploading patient records via ShareFile Solve the Dropbox problem and other data security issues with personal file sharing services Safeguarding PHI is a major priority for healthcare organizations. Many are turning to secure, healthcare-specific, cloud-based IT solutions that comply with HIPAA requirements and reduce the risk associated with a breach of PHI. Many healthcare IT teams are deploying enterprise-grade file sync and sharing tools to address security of patient records. With ShareFile Enterprise, healthcare organizations can solve these data-related business challenges and more: Comply with HIPAA requirements. Reduce the risks of PHI data breaches. Increase IT visibility and control/reporting. Provide access to comprehensive healthcare data from anywhere, on any device. Increase mobile productivity with access to enterprise data. Enable healthcare professionals to securely share data with third parties (payers, suppliers, regulators). Enhance management of large files. Facilitate real-time collaboration. Top use cases Healthcare organizations are gaining these benefits from using ShareFile Enterprise: For safe and secure PHI exchange with external entities to protect patient data-send and receive confidential files with encryption to maintain HIPAA compliance. Provide mobile access to department network drives, SharePoint and other business data for enhanced productivity and a single point of access to all data sources. Clinician-to-clinician data sharing to save time, enhance case management and increase collaboration. Share confidential files before meetings and specialist case reviews increase productivity for all teams. Utilize shared folders to collect nurses notes for smoother transition across shifts. Deliver educational content for patients and families via secure patient portals. Caregivers can access, sync and securely share files within their delivery network and with ancillary providers. Clinical staff can send discharge instructions and wellness resources to patients and track download statistics. Offline access and integration with simplify secure file sharing and provide flexibility for clinicians. Instant access to the most recent clinical data, hospital protocols and procedures provides the user with the most accurate information to make critical decisions. Access to the latest versions of training materials for new interns and affiliates for improved onboarding. Quicker response times for lab results, research and clinical test results. Allow remote healthcare workers offline access to data for telemedicine. Reduce paper costs by digitizing the employee onboarding and patient screening processes. Provide large file access to physician presentations for medical schools no more printing of large binders or handouts. citrix.com 2

3 ShareFile Enterprise key features Enterprise-class service ShareFile workspaces Internal and external file sharing Large file Web preview Custom branding ShareFile sync Device sync On-demand sync Plug-in for Microsoft Outlook Attachment conversion Overcome file size restrictions Better control and visibility StorageZones Flexibility to store data where you choose Encrypt Data with private keys Security and compliance Optimized performance Microsoft Azure Support StorageZone connectors StorageZone Connectors for Network Shares and SharePoint Office 365 Connectors Personal Cloud Connectors Files can be securely shared with anyone, within and outside the organization. Secure FTP replacement solution for enterprises. Files up to 100 GB can be shared. Users can preview Microsoft office files and PDF s within their browsers. Workspaces can be customized with the organization s logo and branding. Users can sync their files across all their devices, including PCs, Mac, tablets, and mobile phones. IT can limit access to the Sync feature for specific users, typically those with managed or corporate devices. The sync tools automatically updates to incorporate the newest capabilities available, the sync clients also integrate into Windows Explorer and Mac Finder. The on-demand sync capability is built into the ShareFile Sync tool for Windows. The capability is optimized for use with virtual apps and desktops, including those powered by Citrix XenApp and Citrix XenDesktop. Users are able to view all their files and folders as if they reside within the virtual desktop; however, the file will download and sync only when the user wants to view, edit, save or share, helping IT cut storage costs and optimize performance. Seamless integration with Microsoft Outlook converts attachments into links and simplifies large file sharing both within and outside the organization. Users can convert all attachments into links by default, specify minimum file size for conversion or decide on a per basis. This feature overcomes the attachment size restrictions for sending large files and eliminates potential bouncebacks from the receiver s server. Users can also request files from co-workers or 3rd parties by providing a link where the other party can upload attachments. Provides user the ability to track use of sensitive data by requiring a login to access the files. The sender can also request a download notification and prescribe an expiration policy on the file/files after which they will be no longer available to the recipient. The StorageZones feature gives IT the flexibility to choose between customer-managed (on-premises) and Citrixmanaged StorageZones. Customer-managed StorageZones enable organizations to address data sovereignty and compliance needs. Citrix-managed StorageZones allows for data to be stored in multiple Citrix-managed locations worldwide (Windows Azure and AWS), for optimal performance. ShareFile enables businesses to manage their own StorageZones where files and metadata are encrypted with customer-owned keys. ShareFile s Restricted StorageZones option increases data protection, enabling file sharing to occur between employees only. Storing data in close proximity to users enhances performance. Storing data in close proximity to users enhances performance. A single ShareFile account can span multiple StorageZones locations worldwide, enabling optimized performance for global deployments. Customer-managed StorageZones can be enabled in Microsoft Azure with native object storage support. This deployment option provides all of the elasticity and cost benefits of the cloud, with the security and control of customer-managed StorageZones. StorageZone Connectors enable users effortless access to data stored in existing corporate network shares when using mobile devices and tablets. This feature eliminates the need for massive data migration while extending the benefits of the follow-me data service to existing network shares and SharePoint for enhanced workforce productivity. Users can edit files using the built-in mobile content editor and save them back to their original location. When viewing the documents residing on SharePoint, users can check-out, edit, save and then check-in documents. Office 365 Connectors enable secure mobile access and editing for documents stored in SharePoint Online and OneDrive for Business. ShareFile Personal Cloud Connectors allow users to access their 3 rd party services: Box, DropBox, Google Drive, and OneDrive securely. It provides enterprises with the flexibility to determine which users can access these services and whether content can be uploaded or downloaded. citrix.com 3

4 Enterprise directory integration Multiple options SAML 2.0 provider XenMobile integration Secure By Design Reporting, auditing and control End user and IT reporting Access control policies Storage Quotas Device security policies Remote wipe Poison Pill Restrict modified devices Restrict 3rd party apps Passcode lock Data security Storage and in-transit encryption Mobile device encryption Compliance ShareFile offers support for Active Directory integration via SAML or Citrix XenMobile. Support for integration is available for identity Providers (IDP s) that use SAML v2.0 such as Microsoft ADFS, PING Identity etc. ShareFile also supports Forms-Based authentication, providing a consistent SSO log-in experience across all devices, the ShareFile website and the Plug-in for Microsoft Outlook. Enterprise directory integration with XenMobile simplifies and accelerates role-based provisioning and deprovisioning of the service. It enforces two-factor authentication with Citrix NetScaler Gateway. The integration also helps monitor service levels and license usage. Additionally, Citrix provides SSO experience from the WorxMail client into ShareFile when attaching documents to s, removing the need for users to log into ShareFile during the workflow. Users can receive reports on file sharing activity within their workspaces. For IT, ShareFile provides comprehensive capabilities to track, log and report on user file access, sync and sharing activity, including the date, type, place, and network address of each user event. IT can also enable tracking through workflow tools such as the Plug-in for Microsoft Outlook. Multiple versions of files can be stored to create full audit trails of editing activity. If a remote wipe is initiated, IT can track file activity that occurred on the device from the time the wipe was initiated through its successful execution, and receive a notification indicating whether the wipe was successful. Users and IT can also create custom reports on account usage and access. User access can be custom configured to include limited download-only access or in addition to download they can be granted a combination of upload/edit/delete and admin access to folders. Option to request a log-in with defined password complexity for each user account, restrict the number of downloads available to a given user, restrict upload and download permissions for users added to team folders, and expire links to files whenever desired are also available. IT can also restrict access, based on network location. IT can blacklist/whitelist domains to control data sharing. IT can limit access to the sync feature for specific users, typically those with managed or corporate devices. Enterprise administrators have the ability to set storage quotas on My Files and Folders content for all users in the account. This gives IT increased visibility and control over the amount of storage each individual user can consume. When users approach their quota limit, they will receive and website notifications that warn them of the potential overage. With storage quotas, administrators can see individual storage usage, and override quota defaults on single users, or groups of users, as needed. Users will receive daily reminders until they have fallen back below the quota threshold. This feature allows both users and IT to wipe all ShareFile stored data and passwords on mobile devices in case of loss or theft. Alternatively, IT can lock the device to restrict its use for a limited time. The Poison Pill feature enables IT to prescribe data expiration policies for mobile devices and activate audit controls to track user logging activity. This feature is available in the ShareFile apps for Apple ios and Android tablets. IT can restrict the use of modified or jailbroken devices. ShareFile allows IT to restrict the use of third-party apps that can store copies of sensitive business information, while providing built-in capabilities like a mobile content editor as a secure alternative. IT can require users to enter a passcode (short PIN or user specified characters or user password) every time the user wants to access their ShareFile account on a mobile device. This makes it easy for users to access their data while ensuring unauthorized access is denied. Files are transferred through ShareFile over a secure SSL/TLS connection and are stored at rest with AES 256-bit encryption. Through the Passcode Lock feature, IT can leverage the mobile device s encryption capabilities and enforce encryption for all ShareFile data on the device. The data centers that host the Citrix ShareFile web application and databases are SSAE 16 accredited and the data centers that host the file storage application where SSAE 16 and ISO accredited. Citrix implements and maintains commercially reasonable and appropriate physical, technical and organizational complimentary controls to protect customer data. Citrix ShareFile is SOC 2 compliant and will enter into a HIPAA business associate agreement. Citrix also offers a ShareFile Cloud for Healthcare- a secure enclave within a private cloud where IT can upload, store and share patient heath information (PHI) and meet strict HIPAA compliance laws. ShareFile Cloud for Healthcare is technically compliant with the HIPAA Security Rule. citrix.com 4

5 Optimized for mobile workstyles Mobile access Support for mobile phones and tablets Built-in mobile content editor Offline access End-to-end enterprise mobility solution with Citrix XenMobile integration Industry s most comprehensive and seamlessly integrated solution Single sign-on and federated identity Complete mobile device management Mobile apps containers WorxMail integration Open and Extensible Platform Open and Extensible Platform API SDK Connectors ShareFile enables users mobile workstyles by providing access to critical data on a variety of mobile devices. Support for Apple iphone, Android, and Windows 8 phones and ipad and Android tablets is available through ShareFile apps specifically designed to provide a brilliant and intuitive experience on these devices. A mobile-optimized ShareFile website is available as well. Users can retain folder and sub folder structure on mobile devices with the ability to mark entire folders in addition to individual files for offline access on mobile devices. Users can create, review and edit Microsoft Office documents within the ShareFile app. Users can also annotate Adobe PDF files and leverage all editing and annotation capabilities even when offline. IT can restrict the use of third-party content editors preventing employees from storing copies of sensitive data within those apps. Save files locally on mobile devices for offline access and editing. With ShareFile and XenMobile, Citrix offers Industry s most comprehensive solution to manage mobile apps, data and devices. This integration also enables IT-managed mobile apps to intelligently interoperate with ShareFile to open, edit, sync and share data, all within a secure container setting Citrix apart. Enterprise directory integration with XenMobile simplifies and accelerates role-based provisioning and deprovisioning of the follow-me data service. It enforces two-factor authentication with Citrix NetScaler Gateway. The integration also helps monitor service levels and license usage. IT can manage and configure corporate and personally-owned devices, including app blacklist/whitelists, full or selective device wipe, and enterprise integration via LDAP and PKI. XenMobile offers over sixty security policies to manage and control apps and data. Personal apps run in a separate vault, together with their data, to isolate them from mobile enterprise apps and data. Attachments received in WorxMail or downloaded by WorxWeb or any other MDX-wrapped application can be opened in ShareFile. WorxMail also enables users to attach files from their ShareFile repository without requiring that the file be downloaded to the device. Additionally, Citrix provides SSO experience from the WorxMail client into ShareFile when attaching documents to s, removing the need for users to log into ShareFile during the workflow. With the official release of the Citrix ShareFile v3 API platform, users can now utilize the API to request data and perform actions against a ShareFile account. The API is fully RESTful utilizing JSON format for request/response protocols and has implemented a subset of ODATA. The ODATA specification will allow developers to extend base requests with Query Parameters to retrieve additional information. This gives developers a powerful tool to leverage ShareFile s file sharing capabilities within their own applications. ShareFile StorageZones Connectors provide mobile users with secure access to SharePoint document libraries and network file shares. Developers can use the ShareFile StorageZone Connectors SDK to create connections to thirdparty data sources. End users can then access files from the data source by navigating, in supported ShareFile clients, to a connector folder, which then authenticates the user to the custom data source. About Citrix Citrix (NASDAQ:CTXS) is leading the transition to software-defining the workplace, uniting virtualization, mobility management, networking and SaaS solutions to enable new ways for businesses and people to work better. Citrix solutions power business mobility through secure, mobile workspaces that provide people with instant access to apps, desktops, data and communications on any device, over any network and cloud. With annual revenue in 2014 of $3.14 billion, Citrix solutions are in use at more than 330,000 organizations and by over 100 million users globally. Learn more at Copyright 2016 Citrix Systems, Inc. All rights reserved. Citrix, XenMobile, StorageZone, NetScaler Gateway, WorxMail, WorxWeb and ShareFile are trademarks of Citrix Systems, Inc. and/or one of its subsidiaries, and may be registered in the U.S. and other countries. Other product and company names mentioned herein may be trademarks of their respective companies. citrix.com 0315/PDF 5

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