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Take stock. Know what personal information you have in your files and on your
computers.
Scale down. Keep only what you need for your business.
Effective data security starts with assessing what information you have and
identifying who has access to it. You can determine the best ways to secure
the information when you understand how personal information moves into,
through, and out of our office and who hasor could haveaccess to it.
Inventory all computers, laptops, flash drives, disks and file cabinets to find
out where sensitive data is stored.
Take stock
Who sends sensitive personal information to you?
1. Customers
2. Credit card companies, Banks or other financial institutions
3. Credit bureaus
4. Other businesses
How is it received?
1. Website
2. Email
3. Mail
4. Phone
Scale down
If you dont have a legitimate business need for sensitive personally
identifying
information, dont keep it. In fact, dont even collect it. If you have a
legitimate
business need for the information, keep it only as long as its necessary.
Use Social Security numbers only for required and lawful purposes
like reporting employee taxes. Dont use Social Security numbers
unnecessarilyfor example, as an employee or customer identification
number.
The law requires that only the last 4 digits to be printed on credit and debit
card receipts..
Dont keep customer credit card information. Keeping this informationor
keeping it longer than necessary raises the risk that the information could be
used to commit fraud or identity theft.
Lock it
Whats the best way to protect the sensitive personally identifying
information
you need to keep? It depends on the kind of information and how its stored.
The most effective data security plans deal with three key elements: physical
security, electronic security and employee training.
Physical Security
Store paper documents or files, as well as CDs, floppy disks, zip drives,
tapes, and backups containing personally identifiable information in a
locked room or in a locked file cabinet. Limit access to employees with a
legitimate business need. Control who has a key, and the number of keys.
Remember not to leave sensitive papers out on your desks when you are
away from your workstation. Files should be put away and log off your
computer and lock your file cabinet.
Electronic Security