The days of paper-based record keeping are long gone. Protecting your clients' information has become a more difficult task than ever before, as the world has shifted to digital data storage and communication. The insurance agency used to communicate with their customers through postal mail, but in this day and age of technology, most people want to do everything online. This makes it much easier for malicious parties on the internet who are looking for access to private financial data that can be sold on the black market or used for identity theft. Protects against these types of security breaches is essential if you want your business to thrive while also protecting customer privacy rights.
As an insurance agency, you are responsible for protecting your clients' information when sharing it with any other party, mitigating risks associated with web-based communications.
Today, more than ever before, customers expect transparency from large corporations. That being the case, it is imperative that you take caution when handling such information. Make sure you take care not to share sensitive information and documents on the internet:
Don't: Consider sending sensitive documents to your clients via email. Consider requesting that they email you documents.
Over email, you're placing information on multiple email providers, and their servers that you trust are secure from hackers. Messages and attachments are often intercepted by malicious parties through insecure email servers.
More clients recognize the danger in emailing private information to their insurance provider and want something safer. Instead of using the postal service, take some extra precautions and use a secure file sharing portal.
Docupile provides instant, secure file-sharing; rather than requiring you to send an attachment with your clients, they can receive a link that will take you directly to the document management interface through an encrypted connection. Rather than the document sitting in an unknown email server, the client can download the file directly. In the same way, they can associate and send you documents.
Don't: Implement safeguards in your office to protect sensitive documents from internal hacking before sharing them on a network drive.
In the fast-paced field of insurance, certain requirements make it impossible to switch to a web-based model. All it takes is one user's password to fall into the wrong hands, and a company's data could be accessible. If your files are laid on the floor, it's time to install a more computerized system.
Docupile assigns users authorized roles within the system that gives them permission to open specific documents. Without permission to the file or folder, an unauthorized user will not be able to see it.
Don't: Don't use a system with multi-factor authentication.
Because of this, it's imperative that you take care of what are considered to be your most sensitive passwords and also make sure to keep them absolutely private. A common technique of hackers is called phishing when victims are deceived into giving up passwords voluntarily.
In order to protect client information, employees should be trained in cybersecurity and how phishing scams work. It requires only a password but also an extra form of authentication and will need a key or temporary pin code that only the customer has access to. Some systems allow the use of biometrics, like fingerprint readers, for authentication.
Docupile is a service for insurance providers and agencies to handle client requests more effectively, focusing on cybersecurity. To see Docupile in action, click here to schedule a free demo.
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