Description

CipherCloud is leveraged to ensure that  UCSF Box and Microsoft 365 are safe for storing restricted data (e.g., PHI, PII, PCI, FERPA).  CipherCloud will scan files outside the Secure folder within Box (Including the Secure-(email) as well as anywhere in Microsoft 365 (including those with secure^ within the filename) before encrypting files found to contain UCSF PHI.

Only UCSF users with access to an encrypted file and the CipherCloud agent can decrypt the files. 

An encrypted files will have its file name updated with .ccsecure and its content cannot be previewed or accessed without the CipherCloud agent:

• Original File: MyPatientData.xlsx
• Encrypted File: MyPatientData.xlsx.ccsecure

NOTE: Encrypted files cannot be shared with collaborators outside of UCSF. For more information related to CipherCloud in Microsoft 365, review the Encryption in Office 365 (PDF). 

Benefits

• File Encryption in Box - CipherCloud will encrypt files within Box within the secure folder within Box and non-media files (e.g., Images, video, audio, or scanned PDFs) containing UCSF PHI outside the secure folder for files up to 250MB. NOTE: Do not place UCSF PHI into Box Notes as an encrypted Box Note cannot be decrypted. If you have a Box Note within your Secure folder that does not contain UCSF PHI, it should be moved outside of that folder to ensure that the file can be opened.
• File Encryption in Microsoft 365 - CipherCloud will encrypt files containing UCSF PHI regardless of location within Microsoft 365 or if the filename contains secure^ up to 250MB.

NOTE: Large files (e.g., larger than 250MB) containing UCSF PHI should not be stored within UCSF Box or Microsoft 365. For files under 250MB, the length of time to decrypt the file is dependent on the size of the file (e.g., The larger the file, the longer it will take to decrypt).

Support

For questions and support, review the CipherCloud - Frequently Asked Questions page or submit a ticket on our Employee Self-Service Portal.

Training

To assist users with accessing encrypted files using CipherCloud, training materials were developed to demonstrate the following processes using CipherCloud.

• Installing the CipherCloud agent
• Authenticating with the CipherCloud agent

Requirements and Limitations