Developed by EscuLine, part of SureSync. A data specialist for the Dutch healthcare sector since 2017.
The WGBO requires that patient records be retained for 20 years . The Public Records Act sets its own requirements, and the GDPR closely monitors compliance. At the same time , you don’t want data you almost never need anymore to remainon your operational systems day in and day out . SureSync’s data vault stores data outside your work environment: encrypted, audit-ready, and accessible only with two keys — yours and ours combined.
What is the Data Vault?
The Data Vault is a separate, encrypted storage location for data that you’re required to retain but don’t need on a daily basis. Examples include closed patient records, data on former employees, or archived accounting records. The vault is also a godsend during a system migration: data from the old system goes into the vault, so you don’t have to transfer it to the new system but still comply with retention requirements.
The vault is separate from your operational systems and is secured with dual-key technology. You don’t need to open it to access the data: review sheets display the basic information an auditor or regulator needs. This allows you to comply with laws and regulations without compromising operational efficiency.
What data do you store in the Data Vault?
The vault is not limited to a single type of system or data format. Anything you need to retain but don’t require for day-to-day operations can be stored in the vault. We make data accessible via databases, APIs, or files, depending on what the source system supports. These are the most common data types that customers store in the vault:
- Patient records from ECD and EPD systems: closed records subject to the 20-year retention requirement under the WGBO.
- Client data from the social services sector: data from Wmo and youth care cases that must be retained for 15 years.
- HR and personnel data: records of former employees that you are required to retain for tax or legal purposes.
- Financial records: archived accounting records and associated source documents.
- Documents from the DMS: contracts, correspondence, and other documents with their own retention periods.
Do you use a system that isn’t listed here by default? Chances are we’ve already integrated with it. If not, we’ll build a custom integration.
Organizations that already rely on our healthcare solutions:
FAQ
Frequently Asked Questions about the Data Vault. Can't find your question here? Feel free to contact us. One of our experts will respond as soon as possible.
The SureSync Data Vault is a separate, encrypted storage location for data that you are required to retain under laws and regulations but do not need for day-to-day operations. Examples include closed patient records, client data from the social services sector, HR data for former employees, and archived administrative records. The vault is secured with dual-key technology and provides access logs for controlled access.
The Data Vault is designed to comply with all relevant laws and regulations in the healthcare and social services sectors: the WGBO (patient records, 20-year retention requirement), the Public Records Act (for organizations with a public mandate), the Social Support Act (Wmo) (client data in the social sector, 15 years), the Youth Act (specific retention periods for youth care), and the General Data Protection Regulation (GDPR) (privacy and security).
All data in the vault is fully encrypted. It can only be accessed using two keys simultaneously: one managed by your organization and one held by SureSync. This means that we can never access your data on our own. Access is only possible with your explicit permission. Every instance of access is recorded in an audit trail.
View sheets are dashboards that display relevant basic data from the vault without requiring the vault to be physically opened. This is useful when an employee, patient, or regulator requests access. Every access, selection, and export is logged. This allows you to combine maximum data security with fast, controlled access.
The vault supports virtually all data types: patient records from ECD and EPD systems, client data from the social services sector, HR data, financial records, and documents from a DMS. We access data through databases, APIs, or files, depending on what the source system supports.
The data vault complies with all relevant privacy and security standards. SureSync is certified to ISO 9001 (quality management), ISO 27001 (information security), and NEN 7510 (information security in healthcare). The providers we use for hosting are also certified to at least ISO 27001 and NEN 7510. Data is stored in the Netherlands and Europe.
EscuLine is part of SureSync. The data vault was originally developed by EscuLine and, since the consolidation of our brands, has been offered under the SureSync brand. The expertise, the team, and the solution remain the same. For our customers, nothing will change in terms of content.