How do you maintain data security in direct mail campaigns?

Posted by The Boingo Graphics Team on Aug 25, 2022 11:39:28 AM

It's a cliché, but it's also true: you're only as strong as your weakest link. But in few places does that take on more importance when it comes to protecting confidential data. And in few industries is there a greater appreciation for data security than in the healthcare industry. Keeping Personal Healthcare Information (PHI) secure and private is both legally mandated, and is also integral to maintaining the trust and confidence of clients. These days, data breaches of both financial information and Personally Identifiable Information (PII) occur at an alarmingly frequent basis. And even for companies that invest heavily in data protection, often those breaches occur at the weak points: third party vendors handling data. In the healthcare industry this is further complicated by HIPAA. Not only must any vendors handling data take security seriously, but they must understand the intricacies applicable specifically to PHI as mandated by HIPAA

At Boingo we take data seriously, and are fully equipped to meet all security protocols, ensuring that not only is PII and financial information, but that you can rest assured that we are experienced and capable of data security at the highest level, including keeping PHI secure and being fully HIPAA compliant. The purpose of using a third party vendor is to handle tasks that your business is not specifically set up for, but if you have to micromanage every step of it to make sure that data remains secure, the advantage of using the vendor disappears. Want to inform all of the current patients of a new doctor joining the practice? This ought to be a simple mass mailing, but because these are patients, HIPAA must be followed properly in sending the letter. By choosing the right vendor the handle the letter, sending mailings can still be simple, without having to worry about PHI being compromised and causing you to lose both the integrity of clients’ trust and even leading to a legal violation. 

How Does Boingo Ensure the Highest Level of Data Security at Every Stage?

The simple answer is that we understand that security is a vital part of our clients’ business’ well being, and so we are set up to provide the highest level of security and capable of meeting the needs of even the strictest industry standards. Here’s how we do it:

Secure File Transfer 

Data is at its most vulnerable when it’s being moved. Whether due to malicious hackers or simple human error, data being transferred is most susceptible to attack or inadvertent exposure. Boingo has a secure system of file transfers in place that makes it simple to send us data with confidence that it will be protected. 

Secure Entrances

Even in the 21st century not all breaches are digital. Data is only as secure as the physical facility where it’s housed. That is why all of Boingo’s entrances are secure, and our employees must use a fob to access the facility.

Trusted Employees

Speaking of employees, we carefully screen each one, and all sign confidentiality agreements. Your business is based on trust, so ours is also. And we take that seriously, taking extra care that each one of our team members will protect our clients’ data.

Visitors

Nothing slips through the cracks at Boingo. When visitors come to our facility they are carefully identified upon entrance and monitored the entire time they are in the building.

Secure Wi-Fi Network

Physical security is important, but digital security is currently the most vulnerable to attack, and that’s why we go the extra mile with insuring our Wi-Fi network is secure. For instance we keep our internal infrastructure separate from our visitor Wi-Fi network. Any place where private data is stored or transferred is kept absolutely secure.

Business Associate Agreements

If we do business with a third-party vendor who may have any access to data, then we have them sign an agreement to make certain they will take data security as seriously as we do. 

Cyber Security Insurance

While we take every precaution to protect data, in case of the worst happening, we have insurance for a minimum of $1,000,000.

Activity Audit Control Software

While we put in every safeguard possible to prevent issues from occurring, we also carefully monitor every transaction that involves secured data. That means that if there is a problem, we can catch it immediately, correct it, and prevent it from happening again.

Cyber Security Issues Training

The world of cyber security is constantly evolving. That is why we requite regular employee training on the subject so that we remain up-to-date on the latest threats and knowledgeable about the current best practices for keeping data secure. 

Tracking and Disposal of Hardware

Any physical device that has ever come into contact with HIPAA data is tracked. Prior to disposal, all devices are inventoried and evaluated before being securely destroyed. 

The issue of data security takes on greater importance every day, and to a wider range of industries. In 2022 every business must take care of their information security. That’s why Boingo goes above and beyond the standards of the printing industry to meet the needs of our most security minded clients. How certain are you that the vendors with whom you’re sharing data are treating it as securely as you do? Here’s a pro-tip. If there’s open access to the facility that means anyone can enter and can theoretically gain access to the data. Check your account manager’s keychain for a key fob or ask if they use a keycard access to enter their office. Do your vendors treat client data security with the same respect that you do?

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