How can healthcare data be safely disposed of?

Healthcare data is one of the most sensitive and valuable types of information that organizations handle. It contains personal, medical, and financial details of patients, providers, and insurers. If not properly disposed of, it can expose them to identity theft, fraud, legal liability, and reputational damage. As a sales engineer, you need to know how to help your clients safely dispose of their healthcare data when it is no longer needed or required. Here are some best practices to follow.

1 Understand the regulations

The first step is to understand the relevant regulations and standards that apply to your client's industry and location. For example, in the US, the Health Insurance Portability and Accountability Act (HIPAA) sets the rules for protecting the privacy and security of health information. HIPAA requires covered entities and business associates to implement administrative, technical, and physical safeguards to prevent unauthorized access, use, or disclosure of protected health information (PHI). HIPAA also specifies how to dispose of PHI in a way that renders it unreadable, indecipherable, and irrecoverable. Other regulations that may affect your client's data disposal include the General Data Protection Regulation (GDPR) in the EU, the Personal Information Protection and Electronic Documents Act (PIPEDA) in Canada, and the Privacy Act in Australia.

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Dominic Etli

Clinician | Professor | Data Scientist
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For digital data, this often involves sophisticated data destruction methods such as data wiping, which ensures the complete erasure of information from storage devices, or physical destruction of hard drives and other media. Encryption of PHI before disposal adds an extra layer of security, ensuring that any data that might inadvertently escape the deletion processes remains inaccessible and unintelligible. For PHI in physical formats, such as paper records, physical destruction methods are employed. This can include cross-cut shredding, pulping, or incineration, which effectively destroy the documents and prevent any possibility of reconstruction. Secure containers should be used for storage of documents awaiting destruction.

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2 Choose the right method

The second step is to choose the right method of data disposal for your client's needs and capabilities. This could include shredding, burning, or pulping paper documents; degaussing, wiping, or destroying magnetic media such as tapes or hard drives; erasing, encrypting, or overwriting electronic media such as flash drives or CDs; and deleting, anonymizing, or archiving cloud-based or online data. Each method has its own pros and cons in terms of cost, efficiency, security, and environmental impact. Therefore, it is important to consult with your client to determine the best option for their situation and budget.

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Dominic Etli

Clinician | Professor | Data Scientist
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Options range from shredding, burning, or pulping paper records for physical data to degaussing, wiping, or physically destroying magnetic and electronic media like tapes, hard drives, or flash drives. For digital data on cloud or online platforms, methods like deletion, anonymization, or archiving are suitable. Each approach varies in cost, efficiency, security, and environmental impact. It's essential to collaborate with your client to identify the most fitting and budget-friendly solution, ensuring both compliance and practicality in their data disposal process.

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3 Verify the results

Verifying that the data disposal method has been effective and that no traces of data remain is the third step. To check for residual data, you can use tools and techniques such as scanning paper documents with a magnifying glass or a UV light, testing magnetic media with a magnetometer or a data recovery software, examining electronic media with a hex editor or a forensic software, and auditing cloud-based or online data with a data inventory or a data mapping tool. Additionally, it's important to document the verification process and keep a record of the data disposal activities, such as the date, time, location, method, and personnel involved. Doing so will help demonstrate compliance and accountability to your client and any regulators or auditors.

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4 Educate and train

The fourth step is to educate and train your client and their staff on the importance and procedures of data disposal. You should provide them with clear and concise guidelines and policies that outline their roles and responsibilities, as well as the risks and consequences of failing to comply. You should also conduct regular training sessions and workshops to reinforce the best practices and update them on any changes or new developments. You should also monitor and evaluate their performance and provide feedback and support as needed.

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5 Partner with experts

The fifth step of data disposal is to partner with experts who can help you and your client. Depending on the needs and preferences of your client, you may want to work with data destruction vendors, security consultants, or data protection lawyers. These experts can provide on-site or off-site services to dispose of data securely and professionally, advise on best practices and standards for data disposal and compliance, and help navigate the legal and regulatory landscape. Partnering with experts allows you to leverage their expertise, experience, and resources to ensure that your client's data is disposed of safely and effectively.

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6 Review and improve

The sixth and final step is to review and improve your data disposal strategy and processes. You should regularly assess the effectiveness and efficiency of your data disposal methods and tools, as well as the satisfaction and feedback of your client and their staff. You should also keep up with the latest trends and innovations in data disposal and security, as well as the changing needs and expectations of your client and their industry. You should also seek opportunities to improve your skills and knowledge as a sales engineer and a data disposal specialist.

By following these six steps, you can help your client safely dispose of their healthcare data and protect their reputation, assets, and customers.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can healthcare data be safely disposed of?

1

2

3

4

5

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1 Understand the regulations

2 Choose the right method

3 Verify the results

4 Educate and train

5 Partner with experts

6 Review and improve

7 Here’s what else to consider

Sales Engineering

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How can healthcare data be safely disposed of?

1

2

3

4

5

6

7

1 Understand the regulations

2 Choose the right method

3 Verify the results

4 Educate and train

5 Partner with experts

6 Review and improve

7 Here’s what else to consider

Sales Engineering

Rate this article

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