In the world of transactional communications, lots of questions arise about print and mail security. Since these documents contain sensitive information, they are subject to regulatory requirements. Meeting these is mandatory.
When you choose to outsource these activities, your provider must have rigid processes in place to ensure the security of your customers or patients’ data. The following are the types of inquiries you should make when evaluating companies.
What Security Measures Are in Place for Transmitting Data?
The first part of the print and mail process is data transmission. Security measures must be in place to protect it. Secure file processing starts by using an SFTP (Secure File Transmission Protocol). Once data is within the provider’s secure area, encryption occurs and continues whether the data is at rest or in motion.
What Type of Encryption Is in Use?
Encryption protects data so that unauthorized users cannot gain access to it. It converts readable data into unreadable data with a secret key. Only those with the correct key can decrypt and view it.
The most advanced encryption is AES (Advanced Encryption Standard), which is approved by NIST (National Institute of Standards and Technology). AES applies the same secret key for encrypting and decrypting, operating on fixed 128-bit blocks of data. It’s a critical element of data security.
How Does Network Segmentation Enhance Security?
Network segmentation divides a network into smaller, isolated sub-networks. By breaking the network down, organizations can apply more specific security controls. Should there be potential threats in the traffic flow, segmenting reduces the ability for hackers to breach a network.
Why Is Multi-Factor Authentication Important?
Multi-factor authentication (MFA) requires users to use two or more verification actions to gain access to a system. Examples include:
- Something you know (e.g., password)
- Something you have (e.g., phone or security key)
- Something you are (e.g., fingerprint)
MFA makes it more difficult for hackers to breach systems even if they have a password. They offer another layer of defense to thwart cybercriminals.
What Proactive Cybersecurity Measures Should Providers Use?
Cyber threats and attacks are always evolving. Companies working in regulated industries should take proactive measures to identify issues before hackers exploit them. Two primary actions that should be part of this strategy:
- Vulnerability assessments: Many companies have ongoing scanning that occurs continuously. In addition to this, they can work with outside firms and auditors to do an in-depth evaluation.
- Penetration testing: Outside firms perform these “tests” and attempt to breach a system just like a real hacker would do. They take their findings and turn them into remediation plans to close gaps.
How Does User-Level Security Contribute to a Secure Environment?
Not all users should have the same access to data or systems. User permissions allow administrators to grant what’s needed for each role. In environments where there is sensitive data, like PHI (protected health information) and PII (personally identifiable information), very few users should be able to access it unless it’s necessary for their job.
What Are Intrusion Prevention Systems?
An Intrusion Prevention System (IPS) blocks unauthorized and/or malicious network attempts. An IPS can also detect if traffic is potentially harmful. These are active defense actions, which can prevent malware or denial-of-service (DoS) attacks in real-time.
How Is Print and Mail Security Handled When Using Presorting Services?
Most transactional mail companies work with presorting services to ensure they get the best postal rate. This third-party, however, does not have access to any sensitive data or the facility. Letters have already been sealed in compliant envelopes.
Do You Have More Print and Mail Security Questions?
We’re here to answer all your questions about our transactional print and mail services. Data security and compliance are our top priorities. If you’d like to learn more, contact us today.
