Secure transmission of sensitive records

Purpose

1.1. Enable the encrypted, auditable, and policy-compliant transmission of highly sensitive adoption records (e.g., birth certificates, background checks, court decrees) between agencies, legal representatives, and social services, ensuring protection against data leaks, breaches, or unauthorized access throughout the document lifecycle.
1.2. Enforce legal standards such as HIPAA, GDPR, and state-specific family services privacy frameworks.
1.3. Log all data transmissions for compliance audits, chain-of-custody, and internal review.
1.4. Automate notification, receipt acknowledgment, and fallback delivery in case of errors or non-delivery.

Trigger Conditions

2.1. Upload or update of a sensitive record into a document management system.
2.2. Approval in a workflow requiring external transmission (e.g., supervisor or legal sign-off).
2.3. Expiry of a time-sensitive record requiring renewal or review.
2.4. Specific requests from external authorized parties.
2.5. Scheduled periodic secure distribution (e.g., monthly compliance reports).
2.6. System alert on data subject requests (e.g., records access request by family or court).

Platform Variants

3.1. DocuSign
• Feature/Setting: API Send Envelope with Advanced Secure Fields; configure JSON envelope to transmit confidential documents with role-based access permissions.

3.2. Microsoft Graph API (Office 365)
• Feature/Setting: /messages/sendMail endpoint with ‘Sensitivity’ and ‘EncryptionEnabled’ set true.

3.3. Box Platform
• Feature/Setting: Upload API with Secure Link Generation; enable classification labels and expiring shared links.

3.4. Citrix ShareFile
• Feature/Setting: Secure Upload Link via API; require password protection and IP whitelisting for each file share.

3.5. Adobe Sign
• Feature/Setting: Mega Sign API; use Document Encryption and set “Only recipient can view/download.”

3.6. Twilio SendGrid
• Feature/Setting: API v3 Mail Send with TLS/SSL enforced and Data Protection Compliance Mode enabled.

3.7. Google Workspace Admin SDK
• Feature/Setting: Gmail API /messages/send with S/MIME enabled; DLP policy triggers for encrypted sends.

3.8. SFTPGO
• Feature/Setting: REST API endpoints /files/upload with zero-trust authentication and mandatory encrypted transmission.

3.9. AWS S3 + S3 Pre-Signed URLs
• Feature/Setting: GeneratePreSignedUrl API with server-side KMS encryption and token expiry set to minutes.

3.10. Dropbox Business API
• Feature/Setting: /files/get_temporary_link endpoint with team-only restriction; audit logging enabled.

3.11. Zendesk (for secure ticket attachments)
• Feature/Setting: Tickets API Attachments with Redaction policy on transmit; audit trail enabled.

3.12. Secureframe
• Feature/Setting: Automated Evidence Collection API; access control enforced and transmission via encrypted tunnel.

3.13. Slack Enterprise Grid
• Feature/Setting: Files.upload API with DLP bot integration for sensitive file detection and encryption in transit.

3.14. Ironclad (legal workflows)
• Feature/Setting: Workflow API automate secure send with immutable audit logs and recipient authentication.

3.15. DropSecure
• Feature/Setting: Secure Send API with zero knowledge encryption; OTP required for file access.

3.16. Egnyte
• Feature/Setting: REST API /file-share; enable secure verified links, encryption, and notification on access.

3.17. Proofpoint Secure File Transfer
• Feature/Setting: Transfer API with multi-factor auth, enforced encryption, and access expiration on delivery.

3.18. Kiteworks (formerly Accellion)
• Feature/Setting: REST API secure file transmission with policy-based classification and real-time compliance check.

3.19. Thru
• Feature/Setting: Secure File Transfer API, user authentication, and link expiry settings for each send.

3.20. MOVEit Transfer
• Feature/Setting: REST API /files endpoint; role-based access, AES-256 encryption enforced and full audit trail.

3.21. Tresorit
• Feature/Setting: Secure Share API; set password protection, link expiry, and granular access logs.

3.22. Egress
• Feature/Setting: API - Secure File Sending with recipient validation and anti-forwarding protection.

3.23. Virtru
• Feature/Setting: Secure Share API, enforced encryption, and recipient identity verification.

Benefits

4.1. Eliminates risk of human error in data sharing, reducing breaches.
4.2. Maximizes compliance with all local and international privacy regulations.
4.3. Streamlines workflows, shrinking record send times from hours to seconds.
4.4. Provides full traceability and easy reporting for regulatory and internal audits.
4.5. Offers scalable, repeatable processes regardless of volume or agency size.