Security at BUAMS AI™️
When a behavioral health organisation puts its personnel files into BUAMS AI™️, it is handing over licence records, background checks, immunisation documents, supervision logs and signed acknowledgements for every member of staff. That is sensitive information about real people, and in a surveyed environment it is also the evidence your accreditation depends on.
This page sets out how that data is handled.
How personnel data is protected
Encryption in transit and at rest
Personnel records, uploaded documents and employee PHI are encrypted both while moving between your browser and the platform, and while stored. This is the baseline the HIPAA Security Rule expects, and it applies to every document in the system — not only the ones marked sensitive.
Role-based access control
Access is granted by role, not by account. A clinician sees their own record and the documents they are required to maintain. A supervisor sees the staff they oversee. An HR administrator sees the files their role requires. A site manager sees their site.
This matters more in behavioral health than in most industries, because personnel files here contain health information about employees themselves — immunisation records, fitness-for-duty documentation, occupational health clearances. Restricting those to the people who genuinely need them is a Security Rule requirement, not an optional setting.
Complete access and change logging
Every view, upload, change and download is recorded against the document and the user, with a timestamp. The log is not a background diagnostic — it is a reportable record you can export.
A personnel file with no version history and no access log is exactly what a surveyor probes hardest, and exactly what HIPAA expects you to be able to produce.
Version history on documents
When a licence is renewed or a policy is reissued, the previous version is retained rather than overwritten. You can see what the file looked like at any earlier point, which is what makes it possible to answer a question about a past period rather than only the present one.
Retention rules per document type
Different document types carry different retention obligations. Retention is applied per document type rather than as a single blanket rule, so records are kept for as long as they need to be and no longer.
Who can see what
Access in BUAMS AI™️ is structured around the way behavioral health organisations actually work, rather than a flat employee directory.
| Role | Typical access |
|---|---|
| Employee | Their own record, their own documents, their own training and acknowledgements |
| Supervisor | The staff they supervise, supervision logs they are party to, and oversight reporting for their team |
| HR administrator | Personnel files, onboarding, document tracking and reporting across the organisation |
| Site manager | Staff, scheduling and compliance status for their own site |
| Organisation administrator | Group-level configuration, permissions and consolidated reporting |
For organisations running several locations, permissions operate at site level while reporting rolls up to group level — so a programme manager is not given visibility across the whole organisation in order to run their own site.
The audit trail
The access and change log serves two separate purposes, and both matter.
If a document was viewed, changed or downloaded, the record shows who did it and when. That is how an internal review or an incident investigation gets answered with evidence rather than recollection.
A surveyor examining personnel practice will ask how you know a record is current, who maintains it and who has had access to it. The document access and change audit trail exports as a dated report alongside the other evidence packs, filtered by employee, site or period.