HIPAA PP-4.4: Device and Media Controls — Data Backup and Storage
HIPAA Security Rule control PP-4.4 requires organizations to create retrievable, exact copies of ePHI before moving equipment containing sensitive health information. This preventive measure protects against data loss during device relocation, retirement, or repurposing. Proper backup and storage controls are foundational to HIPAA compliance and business continuity.
What this means
PP-4.4 mandates that covered entities and business associates maintain exact, retrievable copies of electronic protected health information (ePHI) prior to any equipment movement. This includes physical device relocation, decommissioning, or transition to new systems. The control ensures no ePHI is lost or inaccessible during operational changes, and that data can be restored if needed after equipment is moved or taken offline.
How to comply
- 1.Identify all equipment and storage media containing ePHI across your organization
- 2.Establish a backup procedure that creates complete, exact copies of ePHI before any equipment movement
- 3.Document backup timing, frequency, and scope in your backup policy
- 4.Test backup restoration processes regularly to ensure retrievability
- 5.Maintain backup verification logs showing what data was backed up and when
- 6.Secure backup media and storage locations with encryption and access controls
- 7.Define equipment movement procedures that trigger automatic backup initiation
- 8.Train staff on backup requirements before any device relocation or decommissioning
Evidence auditors look for
- Data backup policy specifying backup requirements before equipment movement
- Backup verification logs with timestamps and scope of ePHI backed up
- Equipment inventory linked to backup completion records
- Backup restoration test results demonstrating retrievability of ePHI
- Encrypted storage location documentation for backup media
- Equipment decommissioning checklists requiring backup confirmation
- Change management records showing backup completion before device moves
- IT procedure documentation for backup initiation workflows
Frequently asked questions
When will FAQs be available?
The FAQ for this control is currently being prepared.
GRCWatch automates backup tracking by linking equipment inventory to backup completion records, generating evidence logs automatically, and alerting teams before equipment moves to ensure backups complete on schedule.
See how GRCWatch handles this control automatically
Start free trial