Secure Box PilotInformation Session

Jill Cozen-HarelErik Wieland

Secure Box: Background

1. Launched UCSF Box in February 2013

• Many requests to allow UCSF PHI on Box

2. Box signed a UCSF BAA in June 2014• Technical solution required to

protect UCSF PHI on Box

3. Technical solution: selected CipherCloud in December 2015

4. Secure Box architecture, build, internal testing in Spring 2016

5. Piloting Secure Box in Summer 2016

6. Launching Secure Box in Fall 2016

UCSF Box2013

Box BAA2014

Technical Solution

2015Secure Box

2016

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Technical Solution: CipherCloud

What is CipherCloud? CipherCloud is a security solution

for cloud applications, which allows us to apply UCSF’s minimum security standards (e.g., restrict access to and encrypt sensitive data) to files on UCSF Box. CipherCloud works with UCSF’s

existing data loss prevention (DLP) solution, which is already used to keep PHI from being emailed outside of UCSF.

How does CipherCloud work?1. Files are added to or changed on

UCSF Box2. CipherCloud sends the file to DLP3. DLP scans the file looking for PHI

and tells CipherCloud the result4. When PHI is found CipherCloud

takes action

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Secure Box: How It Works

1. Each user gets a Secure folder inside their UCSF Box folder• Folder named Secure-first.last@ucsf.edu• All files in this folder are encrypted, external collaborators are not allowed

2. Outside of the Secure folder, all changes are scanned in real time• CipherCloud sends new and changed files to DLP for scanning• If DLP detects UCSF PHI then CipherCloud encrypts the file in place,

leaves a marker file and sends email, and removes external collaborators• UCSF Box login and CipherCloud agent required to open encrypted files• If UCSF PHI is removed, the file is unencrypted and the marker file is

deleted

There are two pieces to Secure Box…

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Secure Box Pilot FAQsWhy am I in the pilot?

Either you or your manager asked to be part of the pilot, or we found matches to PHI in your UCSF Box account.What happens next?

First we will create your secure folder and scan your Box account for PHI. Then your Box account will have all of the Secure Box features. How long does the pilot last?

The pilot will last until we launch Secure Box this Fall.

How will I know what to test?We created a survey with test cases. You can complete some or all of the cases, and submit the survey as many times as you want. How do I get the agent, app?

We are pushing the agent to all computers managed by IT Field Services. You can also download the agent from software.ucsf.edu. The CipherCloud app for iOS (iPhone, iPad) is available on the iTunes App Store, and for Android on Google Play.

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Secure Box Demo

1. Getting the agent, apps2. Your secure folder3. Real-time scanning for UCSF PHI4. Notifications5. Test cases6. Providing feedback

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Secure Box Demo: Getting the Agent, Apps

Mac agent• CipherCloud for Box

Windows agent• CipherCloud for Box

iOS (iPhone, iPad) apps• Box app for iPhone and iPad• CipherCloud app

Android apps• Box app• CipherCloud for Box app

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Secure Box Demo: User Guide

http://tiny.ucsf.edu/securebox

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Secure Box Demo: Using the Mac Desktop Agent

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Secure Box Demo: Using the iOS Mobile App

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Secure Box Demo: Using the Android Mobile App

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Secure Box Demo: Your Secure Folder

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Secure Box Demo: Real-time Scanning

Trigger word to simulate UCSF PHI: CipherCloudTesting12345!

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Secure Box Demo: Notifications

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Secure Box Demo: Test Cases

http://tiny.ucsf.edu/secureboxpilot

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Secure Box Pilot ResourcesPeople Project Manager: Byron DeSoto Service Managers: Jill Cozen-

Harel, Erik Wieland

Documentation Secure Box Project website Secure Box Pilot Testing survey UCSF CipherCloud Agent Install

and User Guide

Downloads Mac agent: CipherCloud for BoxWindows agent: CipherCloud for

Box iOS (iPhone, iPad)

• Box app for iPhone and iPad• CipherCloud app

Android• Box app• CipherCloud for Box app

8/12/16Secure Box – Info Session16