HIPAA compliance with Zoho WorkDrive

HIPAA compliance with Zoho WorkDrive

The Health Insurance Portability and Accountability Act, HIPAA (including the Privacy Rule, Security Rule, Breach notification Rule, and Health Information Technology for Economic and Clinical Health Act), requires Covered Entities and Business Associates to take certain measures to protect health information that can identify an individual. It also provides certain rights to individuals.

Zoho WorkDrive does not collect, use, store, or maintain health information protected by HIPAA for its own purposes.

HIPAA requires Covered Entities to sign a Business Associate Agreement (BAA) with its Business Associates on the permissible and impermissible uses of Protected Health Information (PHI). You can request our BAA template by sending an email to legal@zohocorp.com.



WorkDrive provides the following features or tools that can help users to be HIPAA compliant.

Clearly defined user roles and permissions
Team - Assign users either admin or member role. Admins will be able to add or remove users, and manage all team level settings from the Admin Console.

Team Folders - Create Team Folders and add members with a specific role such as Admin, Organizer, Editor, Commenter, and Viewer.

In a private Team Folder, only the members who have been added to it can view and access files. However, in a public Team Folder, any team member will be able to view and access files by default.

You can disable download and print options at Team Folder level for users with viewer role or view-only access.


Granular access to files and sub folders
Instead of giving your users (for example, Viewer) higher access to all files in a Team Folder, you can just assign them Edit access on a particular file or sub-folder when required.


Disable external sharing
You can restrict team members from sharing files that contain personal health information with external users, i.e., users who are not part of your team or organization.

You can achieve this in the following ways:
  1. Disable external sharing for the entire team
  2. Disable external sharing in a particular team folder
  3. Disable external sharing in My Folders for an individual user

Data Retention Policy
A Data Retention Policy allows you to retain files and folders for up to a certain period (such as 30 days), then automatically delete them afterwards. 

For Trash in My Folders and Team Folders, you can choose whether you want to keep those files indefinitely or delete them after 7, 15, or 30 days.

For Deleted Items in Admin Console, you can choose whether you want to permanently delete them after 7, 30, 90, or 120 days.

Team Admins can also choose to manually delete files and folders permanently from Deleted Items in Admin Console anytime.

Permanently deleted files and folders will be purged (i.e., data will be removed from all data centers and servers), and they can no longer be restored. Learn more about data retention policy


Monitor team activity
Team admins can generate activity reports based on a custom criteria to monitor all activities of their team members. The reports will be helpful for auditing and legal purposes. Learn more


Device management
Team Admins can view details of all the connected devices of a user, such as device name, app type, last accessed date and time, IP address, and location.

For individual users, team admins can set permissions for desktop and mobile apps, and disconnect or wipe and disconnect devices remotely. Learn more


WorkDrive app permissions
Manage access to WorkDrive's desktop and mobile apps at a team level from the Admin Console. If disabled, team members will not be able to use WorkDrive apps to access files. Any files that were synced or saved offline will be removed and all team members will be logged out of these apps on all their devices. Learn more


Transfer file ownership when deleting a user
If a user switches to a different team or leaves the organization, you can transfer their files in My Folders to an active user before deleting them from your account. This helps you retain files created by your team users. By default, files in a team folder will be retained as it is a shared folder and other members in the team folder will have access to it.


Data Encryption
Data in WorkDrive is encrypted both in transit and at rest. Learn more

Important:
  1. Features such as app permissions and device management are only available in the WorkDrive's Business plan. Learn more about the available features in each WorkDrive plan here.

  2. Kindly note that the content presented here is not to be construed as a legal advice. Please contact your legal advisor to learn how HIPAA impacts your organization and what you need to do to comply with HIPAA.

Other security related features that Zoho WorkDrive offers:

    Zoho DataPrep Personalized Demo

    If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

    Zoho CRM Training

      Create, share, and deliver

      beautiful slides from anywhere.

      Get Started Now





              Zoho CRM Training Programs

              Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

              Zoho CRM Training

                Zoho SalesIQ Resources



                    Zoho TeamInbox Resources




                              Zoho DataPrep Resources

                                Zoho DataPrep Demo

                                Get a personalized demo or POC

                                REGISTER NOW


                                  Design. Discuss. Deliver.

                                  Create visually engaging stories with Zoho Show.

                                  Get Started Now











                                                        • Related Articles

                                                        • WorkDrive - Zoho Mail Integration

                                                          WorkDrive allows its users to perform multiple functions while using Zoho Mail. There are three ways one can access their WorkDrive storage while accessing Zoho Mail: Using WorkDrive Picker component to pick files from WorkDrive storage. Using ...
                                                        • WorkDrive - Zoho Connect Integration

                                                          Zoho WorkDrive is a content collaboration platform for individuals or teams to store, share, and manage files in one place. Zoho Connect, a business communication tool, helps the entire organisation to share ideas, hold real-time discussions, and ...
                                                        • Zoho WorkDrive - Essentials Plan

                                                          Zoho WorkDrive is an online file management and collaboration platform. WorkDrive's Essentials plan will be bundled with other Zoho apps for free to enable a contextual integration. You must set up your WorkDrive account to create, store, share, and ...
                                                        • How to remove Docs Sync app data after migrating from Zoho Docs to WorkDrive

                                                          After migrating from Zoho Docs to Zoho WorkDrive, you will need to uninstall the Docs Sync app from your computer. It is important to remove all the Docs data synced to your computer before you install the WorkDrive desktop app. Here's how you can ...
                                                        • Supported languages in WorkDrive

                                                          Zoho WorkDrive is available in the following 40 languages for both web and mobile applications: Arabic Bulgarian (български) Catalan Chinese (中文 (简体)) Czech (Čeština) Danish (Dansk) Dutch English French (Français) German (Deutsche) Hebrew (עברית) ...

                                                        Resources

                                                        Videos

                                                        Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                        eBooks

                                                        Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                        Webinars

                                                        Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                        CRM Tips

                                                        Make the most of Zoho CRM with these useful tips.



                                                          Zoho Show Resources