Which practice helps protect PHI by securing data on office workstations?

• A. Using data encryption software on office workstations
• B. Sharing passwords with colleagues
• C. Leaving files unlocked on screen
• D. Printing PHI for staff use only

Answer: (A)

Protecting PHI stored on office workstations hinges on keeping the data unreadable if the device is lost or stolen. Encryption of data at rest renders files on the hard drive unusable without the proper decryption key, so even if someone gains access to the computer, they cannot interpret the PHI. This direct protection of digital data on the device makes it the strongest safeguard among the options for securing data on office workstations. In contrast, sharing passwords weakens access controls, leaving files unlocked on screen allows others to view PHI, and printing PHI creates physical copies that can be misplaced or viewed by unauthorized staff. Encryption addresses the risk of physical access to the device and supports HIPAA safeguards for protecting PHI.