What is a failover mechanism and how does it benefit HIPAA compliant email?

Failover mechanisms provide a backup system when a primary server fails that offers the assurance of continuous service. In HIPAA compliant email it helps prevent disruptions while maintaining the secure sharing and storage of patient information.

What is a failover mechanism? 

A failover mechanism is a system designed for the continuity of services or operations when the primary system or component fails. A study published in Sensors MDPI provides that failover simply “...means seamlessly and automatically switching to prepared backup servers while the primary system is down.” 

It acts as a backup plan, automatically transferring functions to a standby system to maintain operation with minimal or no disruption. The mechanisms are common in infrastructure such as data centers, network services, and cloud computing environments where downtime can have severe consequences. 

The application of failover mechanisms in email 

In an email system, failover mechanisms ensure uninterrupted communication. These mechanisms work by switching email traffic to a backup server or email service provider when the primary server encounters an issue, like an outage or hardware failure. When the primary email server goes down, the failover system activates automatically. 

Best practices for the use of failover mechanisms in HIPAA compliant email

While the first step is using a secure, reputable HIPAA compliant email service provider like Paubox, failover mechanisms can be useful considerations when constructing an email policy. 

These best practices include: 

HIPAA compliant backup provider

• Choose backup email providers that meet HIPAA requirements, including signing a business associate agreement (BAA). 
• The backup providers must also ensure that data storage, access controls, and logging are HIPAA compliant. 

Real time synchronization of PHI

• Set in place real time synchronization between primary and failover systems to prevent any gaps in protected health information (PHI) storage. 

Data integrity checks

• Incorporate automated data integrity checks within the failover mechanism to verify that PHI has not been corrupted. 
• Make sure that the email content remains accurate and unaltered. 

Failback testing

• Regularly test both the failover and failback processes to ensure a smooth transition back to the primary system once it is restored. 
• Failing to properly test the failback process could lead to synchronization issues or missing PHI records. 

Zero downtime encryption key management

• Ensure that encryption keys are securely managed across both the primary and backup systems with no lapse in encryption protocols. 
• Using centralized HIPAA compliant key management practices ensures that PHI is continuously encrypted and remains safe.
  
  

FAQs

What is a backup system? 

A secondary platform that stores data or runs operations when the primary system fails. 

What is an encryption key? 

An encryption key is a digital code used to scramble and unscramble data to protect it. 

What is PHI?

Any health related information that can identify an individual such as medical records or insurance details, is protected under HIPAA.