A data breach at credit reporting Equifax has exposed credit card, social security, and addresses of millions of people, putting them at risk for identity theft. This breach is one of the largest ever, and what makes this hack especially harmful is that the thieves have more than one piece of an individual’s information to quickly create a new identity. From opening a credit card to obtaining a loan, the hackers can do just about anything with the data.
With this hack on top-of-mind, it is important to review your own data security processes and procedures to ensure your customers’ information is secure. How can you guarantee that your company, or the company you trust to manage your customer’s documents, provides adequate data security?
Specifically related to customer-critical documents, below is a brief rundown of the 4 primary elements that any business responsible for keeping data secure should have on hand:
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 check that there are stringent controls in place to guarantee the security of data as well as customer documents. Additionally, a facility-wide physical-security measure is needed, 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.
Safeguarding against data breaches is imperative to the health of any company. If hacked, it can cause customer attrition, bad PR and a huge headache for everyone involved. Stay on top of good data security strategies that work for your business and customers.