As the threats around data breaches grow and evolve, every company must prioritize safeguarding them. Regulations are already in place to protect PII (personally identifiable information) and PHI (protected health information), but hackers are savvy and persistent. Ensuring the safety of this information extends to your vendors, which is why secure printing services are critical.
For those companies outsourcing transactional print and mail, which pertains to communications with PII, PHI, or other confidential information, you need a compliance- and security-minded partner.
What Are Secure Printing Services?
Security printing services encompass all virtual and physical measures to ensure integrity and safety. There are several components within this landscape that must be in place so you can be confident in a provider’s ability to meet and exceed regulatory requirements.
Secure File Processing
Secure printing services begin with data transmission to the printer. It’s the first step in the print and mail lifecycle. At a minimum, secure file processing should involve:
- Encryption of data while in transit or at rest
- The ability to manage and monitor the secure flow of information from the internet
- Multi-factor authentication
- Using SFTP (Secure File Transmission Protocol) to transfer files safely
- System backups
- Network segmentation
Production Security Measures
After transmission and processing, production begins, which involves automation, advanced technology, and fine-tuned workflows. These things work in tandem to meet compliance with laws and enable layers of protection. Organizations use high-speed cameras to track documents throughout production.
One of the most crucial aspects of this is accuracy. Security and accuracy must run in parallel. Achieving this level of accuracy involves intelligent insertion, which ensures the correct documents go into the proper envelope.
Intelligent insertion involves cameras reading 2D barcodes on every piece of paper. This tells the inserter what goes into the envelope. Another camera records an image to validate this process.
Built-In Data Security from Start to Finish
Along with secure processing and production, the overall network and its initiatives to maximize security printing services.
Highlights of such a program include:
- IPS (Intrusion Prevention Systems (IPS)
- Advanced firewalls
- Proactive cybersecurity activities like penetration testing, vulnerability, and process auditing
- User-level security
Physical Security Measures Must Be Present
Secure printing services are not complete without physical protection. Print and mail is a physical product, which means unauthorized physical access is a threat just like it is digitally.
Providers should have controlled access to facilities and areas within them. Camera monitoring of all production 24-7 is another component. Door alarms and property perimeter security must also be part of these measures.
Compliance in Secure Printing Services
The final element in secure printing is compliance. You cannot have the highest levels of security without it. However, just having certifications that demonstrate adherence to things like HIPAA, HITRUST, FISMA, SOC I & II, and PCI-DSS are the bare minimum.
A transactional print and mail company must embed compliance into every workflow and process. This only happens when the organization focuses solely on these communications. Otherwise, there are likely gaps that increase risk.
When evaluating potential partners, you should seek out ones that have a full-time Compliance Officer and staff dedicated to these efforts. Also, they should regularly undergo third-party auditing of their compliance programs and update them as needed due to new rules or laws.
PCI Group Excels at Secure Printing Services
Our security, accuracy, and compliance protocols merge to deliver services that protect your customer’s data. From beginning to end, we have proven processes, which we continuously assess and improve.
Be confident in your print and mail provider by working with us. Contact us today to discuss your needs.
