Description:
Organizations adhere to a rigorous record-keeping practice, meticulously documenting the movements of hardware and electronic media, alongside details of the individuals responsible for these assets. This critical process is indispensable for monitoring the physical whereabouts and secure handling of sensitive equipment, storage media, and electronic devices, including those containing Protected Health Information (PHI). By maintaining detailed records, organizations strengthen security measures, ensure accountability, and demonstrate compliance with regulatory requirements.
Priority: High
Category: Security and Asset Management
Services Associated with AWS:
- N/A (This requirement is typically not specific to cloud services and may apply to physical assets and media storage)
Services Associated with Azure:
- N/A (This requirement is typically not specific to cloud services and may apply to internal workforce management systems)
Objective Evidence:
- Administrative: Documented policies and procedures for recording hardware and media movements
- Administrative: Supporting documentation demonstrating the proper handling and tracking of electronic media
- Technical: Records and logs of hardware and media movements
- Technical: Documentation of procedures for creating retrievable, exact copies of ePHI before equipment movement
Possible Technology Considerations:
- Inventory Management Systems
- Asset Tracking Software
- Barcode Scanning
- RFID Technology
- Data Backup and Recovery Solutions
What needs to be answered:
- Are there documented policies and procedures for recording the movements of hardware and electronic media?
- Can the organization provide evidence of how these records are maintained and used for accountability?
- Are there mechanisms in place to capture and document the movements of hardware and electronic media, including the responsible individuals?
- Is there a documented procedure for creating retrievable, exact copies of ePHI before the movement of equipment?
More details: The maintenance of such records is a fundamental practice for safeguarding electronic data, especially PHI, by tracking the physical movement and handling of devices and media that may contain sensitive information. Creating retrievable, exact copies of ePHI before equipment movement adds an extra layer of protection to ensure data integrity and availability during transitions.