To protect subject privacy and data confidentiality when storing sensitive medical records and HIV status on a laptop, the investigator should implement multiple safeguards aligned with HIPAA requirements:
Key Safeguards
- Data Encryption: Encrypt the database and the laptop's storage volume to ensure data is unreadable without the proper decryption key, protecting data both at rest and in transit if transferred
- Access Controls: Use strong password protection on the laptop and database. Limit access to the data strictly to authorized personnel through user authentication and role-based permissions
- Secure Database System: Employ a database system with built-in security features such as access controls, audit logging, and encryption capabilities to track and restrict data access and modifications
- Regular Backups: Perform regular encrypted backups stored securely to prevent data loss and ensure recovery capability in case of hardware failure or other incidents
- Physical Security: Keep the laptop physically secure to prevent theft or loss. Avoid storing data in public or unsecured locations
- Audit Trails: Maintain detailed logs of data access and changes to monitor unauthorized attempts and support compliance audits
- Compliance Training: Ensure the investigator and any team members handling the data complete HIPAA training to understand privacy and security responsibilities
Implementing these safeguards will help maintain confidentiality, integrity, and availability of sensitive health information in compliance with HIPAA regulations
