Blog assignment - Go to the NCMIC website. Log on with the username “college” and the password “NCMIC”. Click on the “case studies/articles” selection on the left side of the screen. Next, look under the “summer 2011”articles. Select and read: Getting Rid of Your Old Computer or Copier?
For the blog, discuss the steps and problems involved. Your discussion should contain at least 2 key points. The group will designate a member to comment on the blog. Due to NBCE exams, this blog will be due on Wednesday, September 19, 2012.
Group 20
ReplyDeleteIn today's world with ever changing technology, it is often necessary to upgrade and/or throw away old equipment such as computers, laptops, printers, and copiers. To prevent confidential patient information from entering the wrong hands, there are several steps one can take to ensure the safety of the information contained within the computer/copier. A good first step is to back up all information you want to keep onto a flash drive, external hard drive, or CDs. It is also a good idea to keep your old computer for awhile after you upgrade in case there is information you missed while backing up the old system and converting to the new system. The next step would be destroying the hard drive. Oftentimes, it is not enough to just delete files from a hard drive as they can still be recovered. You can destroy the hard drive yourself by drilling holes in it or there are special services out there for destroying hard drives. If you are leasing the computer and unable to destroy it, you may need to use a program that deletes the information and overwrites it several times. Many copiers also contain hard drives so it is essential that there is a clause in your contract with your vendor describing how information will be destroyed or how you will be able to purchase the hard drive with the information once the contract ends or you discard the copier. You may also be able to purchase an encryption solution or a program that overwrites data for your copier hard drive.
Group 19
ReplyDeleteIn today's world technology changes so fast it is sometimes difficult to keep up. Companies want to stay on the cutting edge with technology, so want to upgrade equipment frequently. When this happens, it is important to know how to handle the old equipment. Whether you own or lease, you need to ensure patient data is secure. There are programs you can use to erase or overwrite the data on your computer hard drives which should be done before you throw out old equipment, or return leased equipment. It is also a good idea to keep old equipment for a period of time after you get new equipment. Occasionally, files will be missed during backups. If you have the old equipment you can retrieve files that may be missing from the backup. It is also important to recognize that copier equipment also have hard drives which store data on the documents that have been copied. This is a potential leak of patient data as well. If you lease copier equipment it is a good idea to have it in the contract that the data will be destroyed, and to require the leasing company to produce a certificate to prove the destruction happened. If you own the copier you need to ensure the hard drive has been erased or over written prior to disposal.
Group 3
ReplyDeleteThere are many steps that need to be taken when disposing of old computers and copiers. If disposing of an old computer, make sure one has backed up all the files on the computer in case these do not transfer correctly to the new computer. Also, keep the old computer for a few weeks after purchasing the new computer in case something goes wrong. After this, one can go through a company that will dispose of the hard drive and the contents imprinted on the hard drive, or drill many holes into it before disposing of it. If one leased a computer, then there needs to be some sort of agreement in place that will require the lending company to destroy or erase the hard drive. When erasing the hard drive, one can erase and overwrite the drive many times. This will ensure that the hard drive is clean before disposal, thereby keeping patient records confidential. Copiers also require the same procedure upon disposal due to their ability to hold information and store it in the machine. One other option is to keep the hard drive, and be sure to incorporate that into the lease of the machine.
Group 1
ReplyDeleteWhen the time comes to upgrade or get rid of old equipment such as computers, printers or copiers, there are several steps one should take to dispose of these items properly. If one does not take these steps, they run the risk of having confidential patient information fall into the wrong hands. First, it is important back up the files you want to keep from the old machine on a CD, flash drive, etc. It is also a good idea to keep the old computer for a few weeks while changing over to a new one in case the conversion process goes awry. Next, the old hard drive needs to be destroyed because it is not enough to just delete the files. To destroy the hard drive, one can drill many holes in it or go through a company that disposes of it for you. If the computer was leased, it will have to have its hard drive "wiped" clean before it leaves the office. Copiers are now able to store data about the documents it copies, prints, scans, faxes, or emails. It may be wise to include a clause in the contract that requires the copier vendor to destroy or let you keep the hard drive.
Group 7
ReplyDeleteWhen you decide it is time to get a new computer, printer or copier you must insure that all confidential material has been removed from them. There are many steps that must be taken. First, it is a good idea to make sure you have the information on a back up flash drive or cd just in case you will need it in the future. You could also keep the old equipment for a few weeks. Next you must delete the information. This can be done in many ways. You could physically destroy the hard drive the information is stored on by drilling holes into it or you can purchase software that destorys information. Some equipment companies will allow you to purchase such software with the equipment or if you are leasing the equipment you can include the software in your contract. It is the doctors responsibility to keep their patient's information safe and by deleting information off old equipment will gain their patient's trust.
Joshua Leeder
ReplyDeleteGroup 11
Modern technology allows us to gain much in convenience. Unfortunately, one of the side effects of such conveniences is an inherant reduction in security, in this case of PHI. Even devices that one may not think so can have data storage capabilities, like copiers and fax machines. These devices, as well as the more obvious computers and smart phones, must be disposed of in a safe manner in order to protect both your patients' PHI as well as your practice's sensitive data. Ensuring a thourough back up process is the first step, including a week or so of using the new system before disposing of the old system to verify that all necessary data were transferred. Then, destruction of the sensitive data must occur. This can be done in one of two ways, physical destruction like shredding the drive, or electronically through using a hard drive bleaching program. In the event of a lease where you may not be able to legally destroy the device, a wise plan can be to purchase the hard drive out of the leased equipment, so you can personally verify destruction. If you choose to contract the destruction of data, have the model and serial number of the data storage device noted in an official "certificate of destruction".
Group 2
ReplyDeleteThe main issue with getting rid of old technology is protecting patient confidentiality. Old computers can contain private patient information. Many copiers also retain images of everything photo copied. The first step to discarding an old computer is to back up all of the information onto another hard drive. You should also check with your state board to see how long patient files need to be kept. If old files no longer need to be saved, they can be deleted. It is also a good idea to keep the old computer for a week or 2 when converting to the new computer system. Sometimes files can be missed and can be retrieved from old computer. If selling or donating the old computer, the best thing to do is remove and destroy the hard drive. If destroying the hard drive is not an option, then it should be "wiped." There is software available for "scrubbing" hard drives. When addressing the use of "smart"copiers, one option is to include a contract with the copier vendor that requires vendor to scrub the copier hard drive or allow you to keep the hard drive. The hard drive can also be encrypted so any images that are stolen are unreadable. The most important thing is retaining the trust of your patients and employees. Taking the appropriate steps can help to ensure their trust.
Group 5
ReplyDeleteMain point: your responsibility for data safety still remains even though you get rid of a computer. Just deleting files from the computer is not sufficient as it is pretty easy to recover deleted files. You need to "wipe" files from your computer. Many good and free programs exist to do that so there's no excuse. Even better than wiping a drive is keeping the drive. If it's in your safe then no one can access it and thus your duty as data steward will be fulfilled.
Group 14
ReplyDeleteWiping a computer's hard drive or destroying it (by drilling holes in it) are really the only ways to know for sure that all the information on your computer cannot be recovered. When transitioning to a new computer or system, keep the old one around for awhile just in case you notice that certain files have not made the transfer. That way you'll be able to obtain any missing/altered files.
Second, be sure that your copy machine hard drive is destroyed when upgrading to a new one. This can be done by adding a clause in a contract that states the copier leasing company will either give you the hard drive upon expiration of the lease, or at least give you the option of buying it from them.
These simple precautions must be performed to maintain patient trust that their personal information is important.
Group 15
ReplyDeleteIt is ultimately the doctor's responsibility to make sure all patient information is protected.It is important to back up information multiple times and have it stored in various protected areas. When updating systems it is important to use a trusted and well respected company that does the work right and also understands the importance of patient's health information. It is necessary to go the extra mile in assuring that all old, unused information is destroyed properly and adequately when transitioning to a new system. Proper erasing of hard drives, and memories on computers and copiers, along with external hard drives is necessary as technology tends to grow and gets more advanced through the years.
Group 8
ReplyDeleteWhen you decide to upgrade any computer system, copy machine or scanner you should take extra precaution in disposing of the old ones. The technology of today has the capability to hold files and information that is personal and important to businesses and people. This information can be deleted in many ways, but problems with old hard drives and other components of these computer systems are popping up because they are not being properly disposed of, therefore personal information can be leaking out and getting into the wrong hands. A method of properly disposing of these computer devices is to remove the hard drive and destroy it by drilling holes in it, or just trashing it. Some devices might have the option to “wipe” the hard drive of everything which works pretty good. The main problems are when you lease or rent a copy machine or computer and you have to return it, because you usually can’t remove a hard drive from another owner’s equipment so take precaution when leasing equipment and make sure they offer a disposal option for deleting all the information. Keep this in mind too when donating, recycling, or getting a computer fixed. People trusting you with their personal information desearve the effort.
Group 16
ReplyDeleteDue to the increasing emphasis put on patient protection in health records, as well as the rapid shift to electronic health records, knowing how to guard the information on your computer as well as copier is of critical importance. However, one does not readily think about protecting the information when it is no longer is your possession. Steps must always be taken to ensure that the information stored on technology cannot be accessed after the devices have been "discarded" in favor of an upgrade. For computers, this involves both backing up all of your files before the switch to the new system as well as destroying the old hard drive (or having it wiped if it is not your property). This is also true for advanced copier systems which often store what you have copied.You must take steps to ensure that the data will end up wiped by the vendor of disposed of by you personally.
Group 21
ReplyDeleteNow a days technology replinishes itself within months instead of years. There is always a newer and better printer copier scanner ect that comes out that you may want in your office. If you plan to replace things that store data and information on your patients you must ensure that these items are removed and protected before discarding the old equipment. There are many programs out today that can help you delete all the hard drive content on computers that will protect you in the event you must discard a computer that contains sensitive patient info. Failure to do so will lead you to a large fine, loss of license and most likely a monetary fine. It is also a good idea to keep the old equipment for a few weeks after the switch in the event that patient info did not transfer correctly of ends up corrupt. Technology is not perfect and sometimes problems occur, but it is very important that the doctor do their part to protect sensitive information concerning patients.
Scott Tellefson
ReplyDeleteGroup 18
Listen, you can't just get rid of your old PC...it has stuff on it still. So you delete the files and think, alright lets get rid of this piece. Well secret computer wizards can still recover your information so here is what you do... 1. NCMIC suggests drilling holes in your hard drive. While this will suffice, I prefer the method used in the movie Office Space (you smash it to pieces). 2. However, there might be a time where you need to keep that harddrive, so you just scrub it clean. It's simple, you pick a utility from a trusted software source (pro tip: use CNET to select one) and have it delete all files. 3. This may sound crazy, but copiers have hard drives too. When entering a contract, say that you want to keep the hard drive or have it destroyed when you are finished...or else.
Bottom line is never trust anyone with a hard drive with your stored information. K?
Artemio
ReplyDeleteGroup 4
With today's technology the information stored on the computer will leave remnants even after the harddrive has been erased. Therefore, I agree with Scott's advice on eliminating the ability to obtain information from a harddrive. I suggest you upgrade to a new program/software and demolish the harddrive. Any information that may hold you accountable for distributing PHI needs to be in a state where there is an absolute impossibility to gain information.
Group 6
ReplyDeleteDoctors know little about computers. Just because a file was deleted in the recycling bin does not mean that it is permanently gone. There actually is no true way to completely delete a data file short of taking the hard drive and melting it down. The best way to keep files from being stolen or seen by unwanted parties would be to take out every hard drive and store it or hire a company to dispose of it. The other solution that is less effective would be to completely format a hard drive, though if a professional really wanted to see your old files and had access to the drive they would be able to pull the old data off of it. Another problem are copiers that also have a hard drive that may save images. When replacing a copier it is best to have someone destroy the drive or if that's not possible because the item was leased then have the leasing company sign a certificate stating that they will destroy the acquired data. Take home message, hire someone to do it for you unless you are 100% positive that you know what you are doing.
Group 13
ReplyDeleteThere are some crucial steps to take when disposing of old equipment. Old computers and copiers contain private information that is the doctors responsibility to dispose of properly. It is necessary to back up the old information in case you need it in the future. Also, do not dispose of the computer right away. It is a good idea to keep it for a few weeks before throwing it away. Once you throw it away, it is not good enough to simply delete files. You should take it to specialists who can erase the information for you so others cannot access it. You can also drill holes into it to destroy the usability. When it comes to the copier, you can either keep the hard drive, or have the vendors scrub it for you. You can also have the drive encrypted so it is unreadable. As the doctor, the most important factor is keeping your patient information safe.
Arthur Hoffman of group #9
ReplyDeleteDealing with this new digital age can be daunting. Sadly, there are people everywhere who can profit from peoples data. It is our job to our patients so ensure security of their information. So when replacing a computer or a printer, certain steps must be taken. First, there is no away when throwing things away. There is always someone who will find what you discard. That is why you have to dismantle the system in question. If it’s a hard drive or server full of data, you should wipe it clean and destroy it. I’m talking soak it over night in carbonic acid, liquid nitrogen, or some other caustic substance. After that, stomp it. A shoe works but I like the old ACME steamroller trick. After the printer or hard drive has been destroyed, clean up the pieces and discard them is recycling whenever possible. This is being thorough and contentious.