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.
The record-keeping protocol encompasses the entire lifecycle of hardware and electronic media, covering movement, transfer, and disposal. Each entry in the record includes vital information such as the asset's description, unique identifier, location, date, time, and the responsible individual. This meticulous documentation is instrumental in monitoring asset usage, detecting potential security breaches, and guaranteeing the proper handling of devices containing sensitive information.
Priority: High
Category: Security and Access 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
- Technical: Policies and procedures for authorizing access to ePHI consistent with the applicable requirements of subpart E
Possible Technology Considerations:
- Inventory Management Systems
- Asset Tracking Software
- Barcode Scanning
- RFID Technology
- Data Backup and Recovery Solutions
- Identity and Access Management (IAM) Systems
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?
- Are there policies and procedures in place for authorizing access to ePHI consistent with the applicable requirements of subpart E?
More details: The maintenance of records and the implementation of access authorization procedures are fundamental practices for safeguarding electronic data, especially PHI. These measures help prevent data breaches, unauthorized access, and ensure proper asset and access management throughout the lifecycle of sensitive information.