Managing Data and Physical Security

Data security for organizations that handle sensitive information for their clients is extremely important. Reports of privacy violations resulting from misuse of data, unauthorized employee access, and loss or theft of devices containing unencrypted data can cause big problems and public embarrassment. 

Data protection safeguards can be separated into three categories: administrative, technical, and physical. 

Administrative safeguards are company policies and practices such as employee background checks, data security training programs, and procedures regarding data access requests and approvals. 

Technical safeguards are controls that prevent unauthorized data access. User authentication, encryption, and automatic lockout after unsuccessful login attempts are examples of technical safeguards. 

Don’t Forget About Physical Security 

People often concentrate on technical aspects of data security as they seek to prevent hacking attacks, but physical security is just as important. Businesses where employees, vendors, and suppliers travel in and out of production areas and buildings should not overlook physical security. Safeguards protect devices and work areas where companies collect, store, or process data.  

Physical security begins with building access. Companies issue employee security cards to pass through doors and employees must admit visitors to a reception area and greet them. Visitors sign in and wait for escorts before proceeding into the facility. 

One common physical security measure companies implement is the concept of multiple security checkpoints. Individuals may enter a room containing network servers, for example, only by passing through areas staffed by security, administrative, or IT workers. Employees are required to stop and question anyone attempting to enter a secured area of the building without authorization. 

Documentation systems also play a part in physical security. By comparing computing system activity logs to physical access records, companies can spot discrepancies and initiate investigations into suspicious activities. 

Emergency exits typically have no handles from the outside. Employees can open them only from the inside, often sounding an alarm when in use. 

Surveillance cameras in key areas dissuade employees from ignoring security procedures or attempting to view or acquire data for personal use. Cameras are especially useful in large production areas, such as Lanvera’s document production facility

Document Security 

For Lanvera and others in the physical document production and distribution business, physical security extends to the paper documents with which we work. A privacy violation can occur if a machine inserts pages from two accounts into a single envelope. Double-stuffing mistakes are now rare occurrences thanks to modern technology. Clients expect 100% accuracy, and we designed our document production workflow to deliver the highest level of integrity. 

As a document management & outsourcing company, Lanvera takes all necessary precautions to ensure that we handle our clients’ documents accurately. We outfit our production equipment with cameras at critical points in the document workflow to capture information from pages as they pass. In the mail insertion process, for example, one of our cameras inspects pages as they enter the machine and another camera scans and records finished envelopes as they exit the insertion system. Any discrepancies cause the machine to stop and issue an operator alert. 

Our automated systems compare data captured by these high-speed scans to control files of expected materials. Should a page be missing, damaged, or out of order, our machines automatically notice the anomaly, reject the pages, and schedule the account for reprinting. 

Lanvera’s Secure Facility 

We take client data and document security seriously, merging administrative, technical, and physical security safeguards into a cohesive system designed to protect client information. We encrypt the data when in transit and at rest, only keeping data as long as necessary to do the tasks we’ve agreed to perform. Once data is no longer needed, we delete it from our systems. 

We at Lanvera take every precaution to prevent or discover intrusion attempts as we process important work for our clients. If you’d like to learn more about the security measures Lanvera uses to protect data and documents, please contact us. 

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