IT Professionals,
The Box Taskforce would like to make you aware that the following was sent directly to Box Health folder owners. The list of owners was created by Health Sciences Information Security Office, and ITCP is working with their office to release an impact list in the near future.
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Greetings Box Health users,
We want to give you an update about the automated migration of data stored in Box Health to Microsoft at IU Secure Storage.
Originally, we had planned that this migration would take place during the fall before the group, organizational, and Box Entrusted Data Accounts (BEDAs) were migrated. We decided to postpone the Box Health migration so that we could ensure that users could be trained on the new features of the Microsoft or Google platforms to ensure security for protected health information (PHI). Your files in Box Health will move to Microsoft at IU Secure Storage, which is comprised of OneDrive, Teams, and SharePoint.
In consultation with security experts and data stewards, IU has developed a new health data ownership model which designates individuals as the responsible party for the institution’s health data. Your Box Health data will be tied directly to an “owner.” As an owner, you will have greater control over PHI data stored in secure storage and this storage method will improve our ability to audit for HIPAA-alignment in the future.
In order to own Box Health data going forward you must complete the HIPAA Secure Storage training.
You may choose to have your data automatically migrated (recommended, details below) or you may choose to manually migrate your data.
To prepare for the automated migration, you will:
- Create a secure storage location in the Microsoft environment by filling out the Institutional storage request form. Be sure to indicate restricted or critical data, health data, and PHI (if applicable). Learn why an institutional file storage location is needed
- Fill out a survey indicating where you want your files to be moved. In this survey, you will choose a destination for each top-level folder in Box in the Microsoft environment, indicate that you no longer need the files, or that you will manually migrate them.
Should you have future PHI storage needs, Google Secure Storage is now also approved for PHI. Use the Institutional storage request form to request storage for PHI data.
We will host an infoshare November 5 from noon to 1pm to talk with you more about the migration of Box Health data as well as share information about timeline, training, and support for this migration.
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This infoshare will be recorded and posted on Kaltura for later viewing.
Have questions? Contact your IT Pro or your campus UITS Support Center.
Warm regards,
UITS Support Center