Here’s a brief rundown of the 4 primary elements that any business responsible for keeping data secure should provide:
1. SECURE FACILITY
Any organization or business that houses customer information must undergo audits to ensure information is kept secure. These third party audits are necessary to ensure that there are stringent controls in place to guarantee the security of your data and documents. Additionally, you must have facility-wide physical-security measures in place, including employee access cards, door alarms and internal and external security cameras.
2. DOCUMENT INTEGRITY
Your software and processes must be designed to allow for 100% document integrity. The utilization of intelligent barcodes ensures that each page is matched and envelope contents are correct, and can embed logic for intelligent insertion and special handling.
Output envelope scanning guarantees that every single document that hits the mail stream, provides an archive for audit purposes, and guarantees all envelopes are tracked so that no run is released without 100% verification.
All document privacy laws must continually be met. This includes the Gramm-Leach-Bliley Act, HIPAA and FACTA. Additionally, it’s important that the document management platform accommodate easy change management so that as regulations and requirements are updated, documents can remain compliant.
4. BUSINESS CONTINUITY
In the event of a natural disaster or unexpected power outage, data must be accessible from a secure remote back up facility to enable business processes to continue. Data must be comprehensively backed up at a secure location that features total redundancy of all online systems, databases, communications, power, form inventories and print and mail facilities.