very organization faces challenges in data security. As the amount of confidential and protected data increases, so do the threats of cyberattacks. A target for this group includes the information present in transactional communications. As a result, several pillars must be in place for mail data security.
Should these be nonexistent or insufficient, you’re at risk. To minimize these, you’ll need to work with a partner that exceeds best practices.
What Is Mail Data?
First, let’s review the type of information characterized as mail data. It’s any data present in a communication that falls into protected categories. Typically, this is PII (personally identifiable information) or PHI (protected health information).
Some examples include:
- Customer names, addresses, and other contact information
- Social Security numbers
- Driver’s license or passport numbers
- Account numbers
- Medical history
- Insurance policy numbers
This information is present in a variety of letters and documents sent via the mail. When it’s there, regulations and rules apply.
Mail Data Security Regulations
At the foundation of the pillars of mail data security are regulations that protect consumers. These include:
- HIPAA
- HITRUST
- FISMA
- SOCI & II
- PCI DSS
- State data breach notification laws
To receive certification for these, many controls must be part of the print and mail workflow. These regulations influence mail data security initiatives. They are a starting point, but many providers go beyond these.
Pillars of Mail Data Security
What are the must-haves for meeting and exceeding regulations? Let’s review.
1. Data Encryption
Encryption safeguards data should hackers gain access to networks. It converts readable data into unreadable data with a secret key. Only those with the correct key can decrypt and view it. Encryption should be used while data is in transit and at rest.
2. Secure Data Transmission
You must submit your data to your print and mail company. There are many ways to do this; some can be very risky. You wouldn’t want to use applications like Dropbox because they are not designed to move PII and PHI.
Instead, the best option is to use SFTP (Secure File Transmission Protocol). Ideally, providers have these set up as the standard. SFTP is secure because it uses SSH protocols, which encrypts the data and authentication.
3. Firewalls and IPS
Firewalls and IPS (Intrusion Prevention System) keep networks safe. Firewalls are digital perimeters that block traffic based on rules. An IPS monitors network traffic and looks for any suspicious activity. If identified, it blocks it and alerts security teams.
4. Network Segmentation
Networks can be large and harder to manage, and the more complex they become. Network segmentation breaks it up into smaller subnets. Doing so improves security and performance. This practice restricts communication between various parts of the network. They are key to limiting the consequences of breaches or disruptions.
5. User-Level Security
This mail delivery security pillar focuses on access controls. Each user only has the permissions necessary for what they need to do. It’s a much more defined control versus a share-level security model.
Administrators determine permissions based on job roles and can update these as needed. Having this protocol in place protects against internal unauthorized access.
6. Multi-Factor Authentication
Multi-factor authentication is another authorization control. It adds a layer of authentication beyond a password sign-in. A user must verify their identity by:
- Entering a code sent via text message or email
- Typing in a code generated from an authentication app
- Scanning a fingerprint
- Using a smart card or physical token
It can be a great line of defense against stolen credentials. Those incidents occur every day because of hacker activities like phishing. Without the second identification, they would not be able to gain access to the account.
7. Proactive Cybersecurity Initiatives
The last pillar for securing mail data is the regular use of penetration testing and vulnerability assessments. These proactive exercises offer the ability to spot weaknesses before a cybercriminal does.
Outside firms of ethical hackers perform penetration tests. Their goal is to breach your system, acting just like a real hacker. If found, they’ll provide remediation recommendations to resolve them.
Vulnerability assessments also work to reveal weaknesses in a system, network, or application. These activities can be automated by scanning but should also include human review to determine if all the flagged areas are truly a threat.
How Protected Is Your Mail Data?
Securing data requires these pillars. They should be in place and constantly updated to the latest best practices. Our mail data security strategy includes these elements and many more, as our focus is always on ensuring all protected data we receive, transmit, or store has every safeguard.
Learn more about how we protect data here.
