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What Healthcare Organizations Need to Know About Archiving Email, Social Media, & Mobile Communication

Healthcare organizations need to ensure compliance with regulations and guidelines for archiving and retaining electronic communication.

Patient confidentiality and potential malpractice litigation makes it particularly important for healthcare organizations to ensure network security and compliance.

Download this FREE PDF to learn about the new
Physician Medical Order Texting Regulations from the Joint Commission

Joint Commission - Doctors Can Text Message Orders!


    • HIPAA — Regulates health care providers’ management of protected health information (PHI), which includes medical records and payment histories. Organizations must maintain a record of all messages to prove they did not contain PHI, and any messages that did contain PHI were sent through the proper and encrypted channels.

  • HITECH — Expands on HIPAA and holds healthcare organizations to a higher level of responsibility for breach of patient information. Under HITECH, if a breach compromises the privacy and security of the patient’s information and poses a significant risk of financial, reputational, or other harm, patient notification is required. Additionally, the Secretary of Health and Human Services and media outlets must be notified under specific circumstances.

The Solution for Healthcare

To ensure compliance with these regulations, healthcare organizations must implement archiving software that captures email, social media, and mobile communication. The healthcare archiving solution needs to be readily accessible to ensure that messages can be easily retrieved for eDiscovery.  

Retain for Healthcare Data Archiving

Retain provides multi-platform archiving of all email, social media, and mobile communication data to ensure that health records are archived and accessible. This fully secure archive is for case assessment, search, and eDiscovery and can be deployed on-prem or in the cloud. The Retain archive is accessible by end users and administrators directly through Retain’s Web Access Archive Viewer. This enables your organization to quickly access, search, and audit archived communication data. Easily place litigation holds, print, forward, save, redact, and export your message data. 

How Does Retain Address Regulatory Concerns within Healthcare?

Multi-Platform Unified Archiving

All Messaging data, including email, social media, instant messaging and web search data, is archived into one unified archive. Retain gives you the ability to search, publish, and perform eDiscovery from one central location.

Flexible Archive Access

he Retain Archive can be browsed and searched directly from multiple access points, including: the end-user email client, the Retain mobile app, the browser-based web access client, and the Offline Archive Viewer. Plus, archived data can be exported to a portable stand-alone archive viewer.

Policy-Based Unified Archiving

Retain provides fully configurable policies that allow you to define the specific email, mobile, and social media communication data you want to archive. These policies allow you to define what is archived based on mailbox type, message source, item type, message status, the age of the message, and attachments. You can also filter by folder and attachment type. In addition, Retain has the ability to implement retention policies for all archived data.

Social Media Archiving & Oversight

Retain Social™ provides archiving, monitoring, and data insights. This enables organizations to perform eDiscovery, review messages in context and help determine the tone of all posts and pictures for Facebook, Twitter, LinkedIn, Instagram, Flickr, Pinterest, and Google+. Plus, you get archiving for all YouTube and Vimeo videos and comments.

Mobile Communication Management

Retain Mobile delivers secure, encrypted messaging and archiving for iOS, Android and BlackBerry devices. This solution is for organizations that utilize personal employee and corporate devices to generate and consume business data, while meeting regulatory and compliance requirements.  Retain archives all encrypted SMS/Text messages and dedicated business phone number electronic communication data for iOS and Android, via the secure communications server. Additionally, Retain archives SMS/MMS and phone call logs for Android and BBM, PIN, SMS/MMS and phone call logs for BlackBerry devices. This means there is no need to tether or sync the device and archiving is done in real time. Retain is the only enterprise-ready archiving solution for iOS, Android and BlackBerry devices. 

eDiscovery Regulatory Search

Administrators, records management, and other authorized users can perform the following essential functions with Retain, eDiscovery and regulatory searches including: place litigation holds, print, forward, save, redact and export with the built-in tools.

Compliance & Control

GroupWise, Gmail, Exchange, and Office 365 lack critical capabilities that can put your organization at risk for data loss and compliance violations. Therefore, the standard archiving functionality of these systems is not enough for the enterprise. Retain solves this problem by disabling auto-purge, supporting SmartPurge, allowing for archive policy control, supporting export to PDF, allowing archived messages to be restored to the inbox, allowing for redaction on exported messages and prohibiting message alteration or deletion. These features help ensure your data archive is complete and compliant. 

Web Access Archive Viewer

Only Retain offers an easy-to-use browser-based interface with powerful search tools that let you quickly access, search and perform eDiscovery on the archive.

Open Records Search

Be ready for any open records requests for email, mobile, and social media messages. 

Complete Export Functionality

Export the data easily into either PST, PDF or stand-alone archive viewer formats. The exported file is fully indexed, searchable, and includes a table of contents for quick browsing. 

Redaction Control

Exported data can be redacted, ensuring that personal information, or other redacted items do not become part of the open records request. 

Secure Storage

Retain archives messaging data with multiple layers of security whether deployed on-premise or in the cloud. Retain supports multiple databases, including MS SQL, MySQL, Postgres and Oracle. In addition to secure storage, with messages being archived using AES encryption, EMC Centera, or NetApp Snaplock storage, optional Windows server or Linux server encrypted partitions can be used. Plus Retain features native support for iCAS technology. And, when deployed in the cloud, the GWAVA Cloud features redundant and secure data centers, keeping your data safe and secure.

Litigation Hold

To protect any email that may potentially be involved in future litigation, Retain can flag an archived item, or an entire email account, to protect it from any deletion or actions until the hold is removed.

Audit Trail

Retain creates a searchable audit trail of all administrators and users that have permission to search the archive, enabling you to have record of all activity.

Configurable Permissions

Use the Access Control list to grant users, administrators, or others, access to the features and functionality of the Retain system, based on the roles you set. 

End User Mailbox Management

Easily search and restore with the Retain Web Access Archive Viewer. Give end users the ability to: Search, forward, print, restore messages, access, search and view messages in their original context without administrator support.

Fast & Easy Retrieval

Retain contains a built-in Lucene® indexing engine or the Retain High Performance Indexing Engine (for larger deployments).

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