File Transfer Application (FTA)File Transfer Application (FTA)

Secure file transmission of PHI, RHI and sensitive information

Overview• BackgroundBackground

• File Transfer Application (FTA)

b li i• Web Application Use

• Outlook Plug‐In Use

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Background• Information Privacy & Security ExecutiveInformation Privacy & Security Executive

CommitteeVUMC through its IPSEC– VUMC, through its IPSEC

• Regularly assesses the operating and computing environment

• Identifies risk factors • Defines safeguards against intentional or unintentional

disclosure of Protected Health Information (PHI), Research Health Information (RHI), person-identifiable, or other confidential or proprietary information created, p p y ,used, or maintained by Vanderbilt.

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Background (Cont)• Electronic Messages Containing SensitiveElectronic Messages Containing Sensitive

Information– Electronic messages (e.g. email, text messaging, or instant messaging) g ( g , g g, g g)

may contain information that is regarded as sensitive by either the sender or receiver

– Individually identifiable Sensitive Information is not to be transmitted yby Vanderbilt Workforce Members over electronic communication systems without taking appropriate measures to safeguard the security of the information against message interception, content alteration, or unauthorized disclosure.

– The File Transfer Application is a tool workforce members can use with email to transfer files of information securelywith email to transfer files of information securely

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Before You Begin• What is the File Transfer Application• What is the File Transfer Application

(FTA) and when should it be used?– FTA is an application allowing a user to securely

transfer a file from one email user to another.It i th Fil th t i d th th th t t f th– It is the File that is secured, rather than the text of the email.

– The FTA should be used for transferring confidentialThe FTA should be used for transferring confidential or sensitive information as indicated in the policy

• but not for general file attachment use.

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Before You Begin• What is the File Transfer Application• What is the File Transfer Application

(FTA) and when should it be used?– The FTA is a companion process to support compliance ofThe FTA is a companion process to support compliance of

the Electronic Messaging of Individual Identifiable Patient and Other Sensitive Information policy OP 10-40.37 to assist in secure file transfer.

• According to the 10-40.37 policy - Use of secure messaging via the StarPanel message basket system is the preferred mode of electronic messaging among and between VUMC clinical staff and faculty about a specific patient. f y p f p

• MHAV is the preferred mode of electronic messaging between a patient and a provider

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New Web Solution• Who will use the FTA?

– There are two classifications of users: (Internal & External)

• Internal:– 1. The Web Application user - a user whose position requires

transfer of secure files internally or externally, less than 10 times hper month.

– 2. The Outlook Plug-in Key Function User - a user whose position requires multiple occurrences of secure file transfers in excess of 10 times per month.

• External:– User will be Web Application User by receiving an email from an

internal user onlyinternal user only.

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New Web Solution

• How do I begin using the Web version of FTA?– For Vanderbilt Users – an account already exists and

logging in will activate your account– Your User ID is user’s Vanderbilt Email Address

firstname.lastname@vanderbilt.edu The email address i ili d b i i il i blis utilized because it is easily recognizable.

– Your Password is your ePassword (the one that is normally used with the users VUnetID)normally used with the users VUnetID)

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Web Application For Vanderbilt Users• The follow are the instructions on how to use secure file

transfer with the web application.• If you experience ANY difficulties, please contact the VUMC

H l D k 3 HELP (3 4357) d h h i kHelp Desk at 3-HELP (3-4357) and have them open a ticket for Network Security

• Click on this link to navigate to the website C c o t s to av gate to t e webs tehttps://accellion.mc.vanderbilt.edu/courier/1000@/mail_user_login.html

• It is recommended that the user bookmark the link for future referencereference.

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New Web SolutionWh I fi i h d di fil f th• When I am finished sending files from the Web Application, how do I know I have l d ti t th FTA?closed my connection to the FTA?– The user needs to make sure they have completely

l d th i W b B (i l ll I t tclosed their Web Browser (i.e. close all Internet Explorer - pages, windows, tabs)This is applicable also if o are the recei er and– This is applicable also if you are the receiver and going to the web to retrieve file(s)

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New Web SolutionWh t i th i f th i i• What is the experience for the receiving person?– The Internal user (VU/VUMC) will click on the

link to the file in their email and sign in with their email address and VUnet epasswordemail address and VUnet epassword

– The External user will receive an email form a Vanderbilt Workforce Member and be required toVanderbilt Workforce Member and be required to set up an account for the Web Application

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New Outlook Solution• My work processes require use of the FTA plug-in• My work processes require use of the FTA plug-in

for Outlook. How do I obtain this?

U f th FTA Pl I i i t ll ti th ’– Use of the FTA Plug-In requires installation on the user’s workstation and will require assistance from user’s LAN manager or Technical Support Provider.One should contact the Helpdesk and request a ticket be– One should contact the Helpdesk and request a ticket be sent to Network Security to request an invitation to install the FTA Plug-In.

– The user will receive an email from Network Security with– The user will receive an email from Network Security with pertinent information.

– Once the user has received the email, he or she will contact their LAN or Technical Support Provider to install thetheir LAN or Technical Support Provider to install the necessary software.

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Outlook Plug-In Use• After installation when “New Message” isAfter installation, when New Message is

opened, there will be an icon for the Accellion Secure File TransferSecure File Transfer

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Outlook Plug-In Use• Enter the To, CC, Subject and Body of email (body not secured).• Click on Accellion Icon, Attach File.• Below is how it will appear before you hit Send• Notice the Accellion Icon symbol on the attachment This is verificationNotice the Accellion Icon symbol on the attachment. This is verification

that it is a secured file attachment

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Outlook Plug-In Use• SendSend• Creates Accellion Outbox in your Outlook

folders list it may take about 30 seconds forfolders list- it may take about 30 seconds for email to clear Accellion Outbox and be sent

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Outlook Plug-In Use• Go to Sent Items and open messageGo to Sent Items and open message. • It will appear like this:

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Outlook Plug-In Use• SENDING EMAIL WITH BOTH A REGULAR ATTACHMENT AND A

SECURE ATTACHMENT• If there is need to send a regular (unsecured) attachment and a secured

attachment• Use the paper clip icon for the unsecured attachment

• Use the Accellion icon for the secured attachment

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Outlook Plug-In Use• Go to Sent Items and open messageGo to Sent Items and open message. • It will appear like this

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More Specific InformationAbout The FTAAbout The FTA

• What is the Maximum File Attachment size in the Web Application?in the Web Application?

There is no Maximum file size for the Web– There is no Maximum file size for the Web Application.

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More Specific Information About The FTAAbout The FTA

• How long does the Web Application retain files and messages?g– The files and messages sent from the Web Application

are currently retained for 30 days. 7 days for files over 2GB.

• How long are Web Application Accounts Retained?– Internal accounts are set to expire after 120 days of

inactivity.– External accounts are set to expire after 45 days of p y

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Information Privacy & S it W b itSecurity Website

http://www.mc.vanderbilt.edu/root/vumc.php?site=InfoPrivacySecurity&doc=30530

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