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Anyone who uses a laptop to connect to the Partners network—whether it is to maintain electronic protected health information or simply to connect to Outlook Web Access—must install encryption software.
“If an encrypted laptop is missing or stolen, we know that the data and information on it is safe,” said Catherine McGoldrick Schroeder of IS Management and Planning. “Only people who are authorized can see the information.”
New federal and state laws and regulations mandate that personal health information stored on laptops must be encrypted, including a new state regulation that goes into effect March 1. To improve the security of BWH’s confidential information and comply with these laws, any Partners or non-Partners laptop that connects to the Partners network, including any laptop that accesses Outlook Web Access (OWA) or LMR over the internet (LOTI), must be encrypted through the installation of software.
Partners provides full disk encryption software for Windows OS and Mac laptops. All BWH/Partners-issued laptops are required to use Safeboot® as the solution for full disk encryption for Windows and PGP® for Macs.
“If it’s your personal laptop, you can use one of these PHS IS-supported products or choose any other product that provides full disk encryption,” said McGoldrick Schroeder. “The important thing is to encrypt.”
The primary advantage for using Safeboot® or PGP® is that the Help Desk will be able to provide support, including password resets. Individuals using other products will be responsible for providing their own support.
Encryption first will focus on laptops and eventually address other portable devices.
Need help installing Safeboot® or figuring out where to start? Register for a laptop encryption depot on Feb. 10 and get help installing the software.
Q. Do I need to encrypt my laptop?
A. Yes. All employees, contractors, vendors, etc. who have laptops that connect to the PHS Network, regardless of the data sets maintained on the device, must have hard drive encryption installed on the device unless the laptop is considered a “clinical build.”
Q. I connect to my Partners email via Outlook Web Access. Do I need encryption?
A. Yes. Laptops used to access OWA on a regular basis should be encrypted. That’s because there is a possibility that information from messages you read and attachments you open may be stored on the laptop as temporary files without any intervention on your part. If you need to check OWA from an unencrypted laptop, do not access any messages that may contain protected health information or other sensitive information.
Q. I use my laptop to access LMR over the Internet (LOTI) and/or Patient Gateway. Do I need encryption?
A. Yes.
Q. I have set up a mail client (Outlook, Outlook Express, etc.) to connect to my Partners Exchange mailbox through the Internet. Do I need encryption?
Can I install encryption software myself?
A. Yes. Users can download encryption software and install it on their laptop. Instructions are available on the Help Desk encryption page. Before installing the software, users should backup their data. While most encryption installations are trouble-free, backing up your data is a necessary precaution in case there is a problem during the installation process.
For more information and instructions on laptop encryption for Windows and Macs, visit the Help Desk Web site at helpdeskselfservice.partners.org/encryption