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When you have to send transactional or legal communications – such as utility bills, collections letters, invoices, summons, and more – data protection for you and your customers is a paramount concern. With our society’s increasing reliance on technology and digital interaction, you need a printing and mailing vendor who understands the fundamental importance of data security.

Maintaining the confidentiality, integrity, and availability of customer information is a requirement for outsourcing the printing and mailing process. In addition, protecting data integrity and ensuring business continuity is key to building trust among clients. Because of our stability and commitment to data security, Information Outsource has been able to maintain a 13-year average customer relationship tenure among a broad range of customers. Our clients entrust us with their personal data, and it is our responsibility to handle it with the utmost care and security. 

Let’s explore some essential methods and strategies that printing and mailing vendors – along with the clients – employ to fortify customer data security in a world plagued by data breaches and cyber threats. 

1. Secure Data Transmission 

Data transmission takes place when information is transferred or sent from one location or device to another. This typically happens when an organization transmits its customer data to its vendor for printing and mailing and represents the first critical area for protecting data security.

Secure transmission is crucial for protecting customer data from unauthorized access or interception during its journey from sender to receiver. Security protocols, such as SSL (Secure Sockets Layer) and its successor TLS (Transport Layer Security) provide robust encryption mechanisms that safeguard sensitive information during online transactions, communication, and data transfers. By combining those with File Transfer Protocol (FTP), it becomes FTPS (FTP Secure). This adds an extra layer of encryption as the SSL/TLS protocols are then responsible for negotiating the encryption parameters, authenticating the server, and establishing a secure channel for data transmission.

Though they work a little differently, virtual private networks (VPNs) also prevent data from being compromised during transmission. They do this by creating an encrypted tunnel between a user’s device and the business network, providing a secure pathway for data transfer. This added line of defense is especially important for customer data protection on public or untrusted networks. 

2.  Encryption and Data Storage 

Another important component of customer data protection is data encryption which is used to convert sensitive information into an unreadable format to keep it secure and confidential. 

Encryption works by employing complex algorithms to scramble data, resulting in ciphertext or encoded information that can only be deciphered with a corresponding decryption key. This additional layer of protection guarantees that customer data remains incomprehensible and safeguarded from exploitation even if unauthorized access occurs. 

But encryption alone is insufficient for the complete protection of customer data. Proper data storage practices are equally crucial, requiring secure systems and databases with robust access controls and authentication mechanisms to prevent unauthorized access.

If all else fails, the easiest solution – and a best practice – is to avoid sending information that is not relevant to the printing and mailing process. For example, do not include a customer’s entire account number if only the last four digits are needed. Don’t include credit card information if it is not intended to be printed on the document. In this way, you can further protect data by creating one less opportunity for it to be threatened.

3. Access Controls and Authentication 

Regardless of whether it is stored in encrypted or original form, organizations should implement stringent measures to ensure that only authorized parties can get hold of confidential and proprietary documents.

Access controls involve setting up rules and permissions that determine who can access specific data or systems. This should be limited only to legitimate users, of which the number should be as small as possible to minimize risk. For example, Information Outsource operates on the principle of least privilege, in that, if the information is not relevant to completing their work, employees cannot access such information.

In the same line of defense, authentication mechanisms should be used to verify user identity before they can gain access. Strong passwords – and a prohibition on password sharing – are a foundational element of authentication. The more complex and unique, the better. Additionally, multi-factor authentication (MFA) adds an extra layer of customer data security by requiring users to provide multiple forms of identification, such as a one-time code or biometric data. 

4. Regular Data Backups and Updates 

Backups are not only essential for preventing the loss of vital information but also play a critical role in customer data security. 

Automated backup systems ensure that copies of customer data are created regularly without relying on manual processes while storing these backups offsite, whether in remote servers or an external cloud, insures against hardware failures, natural disasters, or malicious attacks. 

Regular system updates with security fixes and vulnerability patches to close potential security loopholes are equally important for customer data protection. 

5. Employee Training and Awareness 

74% of data breaches involve a human aspect, including errors or system misuse. That’s how dangerous a lack of awareness or negligence among employees can be to the confidentiality and integrity of customer information. 

Training employees on responsible data-handling practices mitigate these risks by fostering a culture of security consciousness and vigilance. Furthermore, they ensure employees understand legal and regulatory requirements, such as the General Data Protection Regulation (GDPR), which is essential to avoid costly penalties and reputational damage. 

Training and awareness programs should cover topics such as data handling procedures, secure password management, identifying phishing attempts, recognizing social engineering tactics, and the proper use of company systems and software. Our management and Development teams atInformation Outsource are constantly working to ensure our employees understand the importance of data security and awareness of best practices to protect data integrity.

Enlist the Experts 

Protecting customer data is a critical priority for businesses and organizations in today’s digital landscape. By implementing these and more methods, businesses can establish trust, maintain a strong customer base, and mitigate the risks associated with data breaches. 

If you’re looking to outsource your critical document printing and mailing, Information Outsource is here to help. We have significant expertise in data security and compliance, offering our clients a range of services designed to safeguard their sensitive information. We are a SOC 2 Type 2 certified company, meaning we go above and beyond to keep your data safe and secure. 

Contact us today to learn more and take proactive steps toward enhancing your customer data protection measures.