File Transfer Application (FTA)
File Transfer Application
Secure file transmission of PHI, RHI and sensitive information
Overview
•
•
•
•
Background
File Transfer Application (FTA)
Web Application Use
b
li i
Outlook Plug‐In Use
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Background
• Information Privacy & Security Executive
Committee
– VUMC,
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,
p
y information created,,
or other confidential or pproprietary
used, or maintained by Vanderbilt.
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Background (Cont)
• Electronic Messages Containing Sensitive
Information
– Electronic messages
g (e.g.
( g email,, text messaging,
g g, or instant messaging)
g g)
may contain information that is regarded as sensitive by either the
sender or receiver
– Individually
y identifiable Sensitive Information is not to be transmitted
by 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 securely
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Before You Begin
• 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 is
i the
th File
Fil that
th t is
i secured,
d rather
th than
th the
th text
t t off the
th
email.
– The 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
(FTA) and when should it be used?
– The 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
ffacultyy about a specific
p f patient.
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
per month.
h
– 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 only.
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 utilized
is
ili d because
b
it
i is
i easily
il recognizable.
i bl
– Your Password is your ePassword (the one that is
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 Desk
Help
D k at 33-HELP
HELP (3
(3-4357)
4357) andd have
h
them
h open a ticket
i k
for Network Security
• C
Click
c on
o this
t s link to navigate
av gate to the
t e website
webs te
https://accellion.mc.vanderbilt.edu/courier/1000@/mail_user_login.html
• It is recommended that the user bookmark the link for future
reference.
reference
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10
11
12
13
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New Web Solution
• Wh
When I am fi
finished
i h d sending
di fil
files ffrom th
the
Web Application, how do I know I have
closed
l d my connection
ti to
t the
th FTA?
– The user needs to make sure they have completely
closed
l d their
th i W
Web
bB
Browser (i.e.
(i close
l
all
ll Internet
I t
t
Explorer - pages, windows, tabs)
– This is applicable also if you
o are the receiver
recei er and
going to the web to retrieve file(s)
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New Web Solution
• Wh
Whatt iis th
the experience
i
ffor th
the receiving
i i
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 epassword
– The External user will receive an email form a
Vanderbilt 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
for Outlook. How do I obtain this?
–U
Use off th
the FTA Plug-In
Pl I requires
i installation
i t ll ti on the
th 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
sent to Network Security to request an invitation to install
the FTA Plug-In.
– 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 the
necessary software.
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Outlook Plug-In Use
• After installation,
installation when “New
New Message”
Message is
opened, there will be an icon for the Accellion
Secure 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
attachment. This is verification
that it is a secured file attachment
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Outlook Plug-In Use
• Send
• Creates Accellion Outbox in your Outlook
folders list
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 message.
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 message.
message
• It will appear like this
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More Specific Information
About The FTA
• What is the Maximum File Attachment size
in the Web Application?
– There is no Maximum file size for the Web
Application.
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More Specific Information
About The FTA
• How long does the Web Application retain files
g
and messages?
– 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
p after 45 days
y of
inactivity
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Information Privacy &
S
Security
it Website
W b it
http://www.mc.vanderbilt.edu/root/vumc.php?site=InfoPrivacySecurity&doc=30530
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