Do you have a solution to securely transfer large records, such as medical imaging files?

Yes. Our Email Privacy Suite sends very large files, including CT scans, MRI series and dental cone beam studies, with encryption, access controls and a full audit trail. The file size is the easy part; handling PHI properly is the part that matters.

Medical imaging files are big. A single CT study can run from hundreds of megabytes to a couple of gigabytes, and an MRI series can be larger. Full-mouth digital X-rays, cone beam CT and video endoscopy all blow past the attachment limits of ordinary email. Try to email one and it bounces. Upload it to a generic file-share link and you may have created a privacy problem along with the transfer. Below is what we use, how it works and where it fits with HIPAA.

The tool we use: Email Privacy Suite

For our medical and dental clients, the usual answer is our Email Privacy Suite, an add-on that pairs with our IT support for medical and dental practices. It is built for moving data that is too large or too sensitive for normal email.

What it does that consumer tools don't:

Sends files up to 100GB. That covers CT scans, MRI series, full-mouth dental imaging and video endoscopy. Full archive migrations are handled differently (see below).
Encryption in transit and at rest, so only the intended recipient can open the file.
Recall, expiration, blocked forwarding and frozen replies. Sent records to the wrong specialist? Pull them back. Want the link to stop working after seven days? Set it.
A full audit trail with read receipts and tracking for sent, opened, forwarded, printed and deleted. That record is the kind of documentation that helps when you need to show how PHI was handled.
E-signatures and QR verification for consent forms, referral packets and anything that needs a verified signature.
No accounts or licenses for recipients. The radiologist, attorney or insurance reviewer clicks a link and gets the file, without the "please create an account first" step that makes people ask you to just email it normally.
Mobile-friendly. Send, receive and control messages from a phone when a doctor needs to authorize a transfer from outside the office.

When 100GB isn't enough

For day-to-day record transfers, 100GB is plenty. When you are moving an entire imaging archive between practices or doing a PACS-to-PACS migration, we plan a bulk transfer and long-term storage instead. Two services often come into play:

Business Data Archive: long-term retention with OCR indexing and retention policies you set, from 30 days to indefinitely. It can help you keep HIPAA documentation for the required six years and keep records for as long as your state rules and payer contracts require.
SaaS Cloud Backup: protects Microsoft 365, Google Workspace and similar platforms with point-in-time restore. Storage is sized to your data.

We scope these case by case based on your data volume and retention obligations, alongside your backup and disaster recovery plan.

Why this matters for HIPAA and Florida law

Sending PHI through personal Gmail or Outlook accounts, open file-share links or an unencrypted thumb drive is a common way practices end up with a reportable breach. The Office for Civil Rights has issued significant penalties for unsecured disclosures of PHI, and HIPAA penalties are tiered and adjusted for inflation each year.

A few facts worth keeping straight:

HIPAA documentation (policies, risk analyses and similar records) must be kept for six years.
Medical record retention is set by state law and licensing board rules, not by HIPAA. In Florida, physicians generally must keep patient records for at least five years after the last patient contact, and other professions and payer contracts can require longer.
Florida's Information Protection Act (s. 501.171) requires reasonable data security and notice to affected individuals within 30 days of a breach of personal information.

The Email Privacy Suite supports the HIPAA safeguards around transmission security, access control and audit logging. It doesn't make a practice compliant on its own: your policies, training and risk analysis still matter. We sign a Business Associate Agreement (BAA) with every healthcare client, which many generic file-share vendors won't do. For the bigger picture, see Do you help us stay HIPAA compliant?

NerdSquad is not a law firm; confirm your obligations with your compliance counsel.

Who this is for

Primary care, internal medicine and family practices sending records to specialists
Imaging centers and radiology practices sending studies to referring physicians
Dental practices sharing full-mouth X-rays, cone beam CT and intraoral scans
Specialty practices such as cardiology, orthopedics and oncology coordinating with hospital systems
Multi-location groups moving records between sites

If your staff regularly sends imaging to specialists, attorneys, insurance carriers or patients, this is the right tool.

How we set it up

We don't hand you a login and walk away. We fit the Email Privacy Suite into how your office already works, including your practice management and EHR software, your imaging software and your front-desk procedures, so it feels like the normal way to send a file rather than an extra step people forget. We also train your staff on when to use it (almost always) and how to handle edge cases, such as a patient who wants records sent to a personal address.

It usually runs alongside our broader medical IT support, which includes backup, endpoint detection and response for the workstations handling those files, and ongoing HIPAA risk management.

Talk to NerdSquad

Already a client? Call (239) 465-0079 or submit a ticket. If something is down, call so we can start right away.

Not a client yet? NerdSquad Managed IT Services is a Managed Service Provider (MSP) based in Naples, Florida. We support businesses onsite across Southwest Florida and remotely nationwide. Book a discovery call or call (239) 465-0079.