Store Encrypted Files Used Everywhere
Every file in Veona — a scanned consent form in the chart, a DICOM image from a scanner, a patient’s photo at registration, a birth certificate, a discharge summary, a receipt — is held by one shared, encrypted file service. It was built once and is reused by every module rather than re-invented per feature, which is why a file behaves identically wherever you meet it: it is stored encrypted, it is tied to your facility, and it is reached only through Veona, never from a raw folder or bucket. This page explains the shared service in plain language and shows where an Administrator oversees it.
Who / when: every role uses the storage module without thinking about it — a clinician attaching a document, a midwife issuing a certificate, a patient downloading a result, the scribe saving its audio. An Administrator is the one who oversees it: capacity, retention rules and legal holds.
The terms you’ll see:
- Object / file — anything Veona stores as a whole: a PDF, an image, an audio clip, a scanned form.
- Encrypted at rest — the stored bytes are scrambled with your facility’s key, so a stolen disk or backup is unreadable. (The how is in Encrypt PHI Per Tenant With Envelope Keys.)
- Tenant isolation — one facility’s files can never be reached by another. The address of every file begins with your facility’s identifier, taken from your verified session, never from anything a user types — so there is no path to another facility’s files.
- PHI — Protected Health Information; files that contain it are flagged so that access to them is checked and recorded more strictly.
- Retention and legal hold — how long a file is kept, and a freeze that prevents a file being removed while it matters to an investigation or claim.
- Any role — you rarely open the storage module directly; you use it through the screen you are on. Uploading a document on Chart → Documents, issuing a certificate in Maternity, or saving a receipt in Bill all hand the file to the same service behind the scenes. (For the hands-on upload itself, see Upload a Document to Encrypted Storage.)
- Any role — when you download a file, Veona checks that you are allowed to see that owner’s files, decrypts it with your facility’s key, and streams it to you. A file is never exposed as a public link or a shared network path; the only way in is through Veona, which is what keeps the access controlled and recorded.
- Administrator — to see how storage is being used across the facility, open Admin → Storage: the categories of files held, how much space, and where they live.
- Administrator — to set the rules — how long each kind of file is kept, when something may be removed, and to place or lift a legal hold that freezes a file from deletion — open Admin → Storage Governance.
What happens next: because the storage module is shared, isolated and encrypted, every file-producing feature in Veona inherits those guarantees for free — the portal can let a patient download their own document safely, vital records can stamp out a certificate PDF, and the scribe can keep its audio, all on the same trustworthy footing. Every file touch is written to the audit trail (see Keep a Tamper-Evident Audit Trail of Patient-Data Actions), and the bytes themselves are protected by your facility’s key (see Encrypt PHI Per Tenant With Envelope Keys).