Workstation Security (For HIPAA) Policy
This page describes Data Migrators’ policy on workstation security (for HIPAA).
- Overview
- Purpose
- Scope
- Policy
- Policy Compliance
- Exceptions
- Non-compliance
- Related Documents
- Definitions and Terms
Overview
See Purpose.
Purpose
The purpose of this policy is to provide guidance for workstation security for Data Migrators workstations in order to ensure the security of information on the workstation and information the workstation may have access to. Additionally, the policy provides guidance to ensure the requirements of the HIPAA Security Rule “Workstation Security” Standard 164.310(c) are met.
Scope
This policy applies to all Data Migrators employees, contractors, workforce members, vendors and agents with a Data Migrators-owned or personal-workstation connected to the Data Migrators network.
Policy
Appropriate measures must be taken when using workstations to ensure the confidentiality, integrity and availability of sensitive information, including protected health information (PHI) and that access to sensitive information is restricted to authorized users.
Workforce members using workstations shall consider the sensitivity of the information, including protected health information (PHI) that may be accessed and minimize the possibility of unauthorized access.
Data Migrators will implement physical and technical safeguards for all workstations that access electronic protected health information to restrict access to authorized users.
Appropriate measures include:
Restricting physical access to workstations to only authorized personnel.
Securing workstations (screen lock or logout) prior to leaving area to prevent unauthorized access.
Enabling a password-protected screen saver with a short timeout period to ensure that workstations that were left unsecured will be protected. The password must comply with Data Migrators Password Policy.
Complying with all applicable password policies and procedures. See Data Migrators Password Policy.
Ensuring workstations are used for authorized business purposes only.
Never installing unauthorized software on workstations.
Storing all sensitive information, including protected health information (PHI) on network servers
Keeping food and drink away from workstations in order to avoid accidental spills.
Securing laptops that contain sensitive information by using cable locks or locking laptops up in drawers or cabinets.
Complying with the Portable Workstation Encryption Policy
Complying with the Baseline Workstation Configuration Standard
Installing privacy screen filters or using other physical barriers to alleviate exposing data.
Ensuring workstations are left on but logged off in order to facilitate after-hours updates.
Exit running applications and close open documents
Ensuring that all workstations use a surge protector (not just a power strip) or a UPS (battery backup).
If wireless network access is used, ensure access is secure by following the Wireless Communication policy
Policy Compliance
Compliance Measurement
The Infosec team will verify compliance to this policy through various methods, including but not limited to, periodic walk-thrus, video monitoring, business tool reports, internal and external audits, and feedback to the policy owner.
Exceptions
Any exception to the policy must be approved by the Infosec team in advance.
Non-Compliance
An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment.
Related Documents
Password Policy
Portable Workstation Encryption Policy
Wireless Communication policy
Workstation Configuration Standard
Definitions and Terms
None.