OpenEvidence | Trust Center

Security and Compliance

OpenEvidence is committed to carefully protecting and securing your data and ensuring that OpenEvidence.com is always available when you need it. We use a variety of industry-standard technologies and services to safeguard your data from unauthorized access, disclosure, use, and loss, and are constantly monitoring and improving our products and services. We fully comply with the U.S. Health Insurance Portability and Accountability Act (HIPAA) and have implemented stringent security measures and organizational safeguards to protect the confidentiality, integrity, and availability of Protected Health Information (PHI) and other sensitive data.

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Compliance

HIPAA

Monitoring

Continuously monitored by Secureframe

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Change Management

Segregation of Environments

Development, staging, and production environments are segregated.

Change Management Policy

A Change Management Policy governs the documenting, tracking, testing, and approving of system, network, security, and infrastructure changes.

Configuration and Asset Management Policy

A Configuration and Asset Management Policy governs configurations for new sensitive systems

Software Change Testing

Software changes are tested prior to being deployed into production.

Availability

Backup Restoration Testing

Backed-up data is restored to a non-production environment at least annually to validate the integrity of backups.

Business Continuity and Disaster Recovery Policy

Business Continuity and Disaster Recovery Policy governs required processes for restoring the service or supporting infrastructure after suffering a disaster or disruption.

Automated Backup Process

Full backups are performed and retained in accordance with the Business Continuity and Disaster Recovery Policy.

Testing the Business Continuity and Disaster Recovery Plan

The Business Continuity and Disaster Recovery Plan is periodically tested via tabletop exercises or equivalents. When necessary, Management makes changes to the Business Continuity and Disaster Recovery Plan based on the test results.

Organizational Management

Background Checks

Background checks or their equivalent are performed before or promptly after a new hires start date, as permitted by local laws.

Information Security Program Review

Management is responsible for the design, implementation, and management of the organization’s security policies and procedures. The policies and procedures are reviewed by management at least annually.

Information Security Policy

An Information Security Policy establishes the security requirements for maintaining the security, confidentiality, integrity, and availability of applications, systems, infrastructure, and data.

Acceptable Use Policy

An Acceptable Use Policy defines standards for appropriate and secure use of company hardware and electronic systems including storage media, communication tools and internet access.

Disciplinary Action

Personnel who violate information security policies are subject to disciplinary action and such disciplinary action is clearly documented in one or more policies.

Code of Conduct

A Code of Conduct outlines ethical expectations, behavior standards, and ramifications of noncompliance.

Roles and Responsibilities

Information security roles and responsibilities are outlined for personnel responsible for the security, availability, and confidentiality of the system.

Organizational Chart

Management maintains a formal organizational chart to clearly identify positions of authority and the lines of communication, and publishes the organizational chart to internal personnel.

Confidentiality

Data Classification Policy

A Data Classification Policy details the security and handling protocols for sensitive data.

Disposal of Customer Data

Upon customer request, Company requires that data that is no longer needed from databases and other file stores is removed in accordance with agreed-upon customer requirements.

Data Retention and Disposal Policy

A Data Retention and Disposal Policy specifies how customer data is to be retained and disposed of based on compliance requirements and contractual obligations.

Vulnerability Management

Third-Party Penetration Test

A 3rd party is engaged to conduct a network and application penetration test of the production environment at least annually. Critical and high-risk findings are tracked through resolution.

Vulnerability and Patch Management Policy

A Vulnerability Management and Patch Management Policy outlines the processes to efficiently respond to identified vulnerabilities.

Incident Response

Lessons Learned

After any identified security incident has been resolved, management provides a "Lessons Learned" document to the team in order to continually improve security and operations.

Incident Response Plan

An Incident Response Plan outlines the process of identifying, prioritizing, communicating, assigning and tracking confirmed incidents through to resolution.

Tracking a Security Incident

Identified incidents are documented, tracked, and analyzed according to the Incident Response Plan.

Risk Assessment

Formal risk assessments are performed, which includes the identification of relevant internal and external threats related to security, availability, confidentiality, and fraud, and an analysis of risks associated with those threats.

Vendor Due Diligence Review

Vendor SOC 2 reports (or equivalent) are collected and reviewed on at least an annual basis.

Vendor Risk Management Policy

A Vendor Risk Management Policy defines a framework for the onboarding and management of the vendor relationship lifecycle.

Risk Assessment and Treatment Policy

A Risk Assessment and Treatment Policy governs the process for conducting risk assessments to account for threats, vulnerabilities, likelihood, and impact with respect to assets, team members, customers, vendors, suppliers, and partners. Risk tolerance and strategies are also defined in the policy.

Risk Register

A risk register is maintained, which records the risk mitigation strategies for identified risks, and the development or modification of controls consistent with the risk mitigation strategy.

Vendor Risk Assessment

New vendors are assessed in accordance with the Vendor Risk Management Policy prior to engaging with the vendor. Reassessment occurs at least annually.

Network Security

Network Security Policy

A Network Security Policy identifies the requirements for protecting information and systems within and across networks.

Endpoint Security

Company endpoints are managed and configured with a strong password policy, anti-virus, and hard drive encryption

Restricted Port Configurations

Configurations ensure available networking ports, protocols, services, and environments are restricted as necessary, including firewalls.

Access Security

Unique Access IDs

Personnel are assigned unique IDs to access sensitive systems, networks, and information

Encryption-in-Transit

Service data transmitted over the internet is encrypted-in-transit.

Asset Inventory

A list of system assets, components, and respective owners are maintained and reviewed at least annually

Access Control and Termination Policy

An Access Control and Termination Policy governs authentication and access to applicable systems, data, and networks.

Encryption-at-Rest

Service data is encrypted-at-rest.

Encryption and Key Management Policy

An Encryption and Key Management Policy supports the secure encryption and decryption of app secrets, and governs the use of cryptographic controls.

Administrative Access is Restricted

Administrative access to production infrastructure is restricted based on the principle of least privilege.

Removal of Access

Upon termination or when internal personnel no longer require access, system access is removed, as applicable.

Physical Security

Physical Security Policy

A Physical Security Policy that details physical security requirements for the company facilities is in place.

Communications

Communication of Security Commitments

Security commitments and expectations are communicated to both internal personnel and external users via the company's website.

A Privacy Policy to both external users and internal personnel. This policy details the company's privacy commitments.