4 Security Measures Every Business Needs

Data security is one of the most important elements of your business. It keeps you compliant, and it allows your customers to trust you with some of their most confidential information. So how can you be sure that your company, or the company you trust to manage your customer’s information, provides adequate data security?

Here’s a brief rundown of  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 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.  

3. COMPLIANCE

All document privacy laws must continually be met. This could include 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, changes can be made fast and easily, and documents can consistently 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.

Data security is a key component of any business that is required to store and manage sensitive customer information. Take care to have redundant data systems in place to prevent data loss, conprehensive business continuity plans to ensure continued processes no matter what, and advanced software for secure verification and management of all customer information. 


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