As data breaches continue to grow in terms of volume, frequency, impact, and total cost, ensuring complete data security in the 21st century has become more challenging. From various enterprises to national and local government agencies, whether big or small, the consequences of such issue on organizations are on the rise.
Millions of bills, reports, statements and similar forms which contain private customer information are being transacted every day. Such communication documents are not being provided by more than 85% of small and medium-sized businesses as the reference point of data privacy protections in having transactions with customers and clients.
Carrying sensitive and valuable information, the given documents must be protected as expected by the people. Both legal and moral requirements are required in protecting customer data with the highest level of privacy as possible.
Even in the advent of the modern age with digital information, safeguarding physical data is indeed a highly important concern. Today, electronic data is being given more priority than ever. However, most of the security breaches involving private data access are in paper-based form. Having the same regulations as digital data, it is crucial for information management, maintenance, and protection for both forms. Thus, this needs an entirely different strategic approach.
Containing the most sensitive information on individuals, there are a number of risks involved for physical communications such as human error as this is manually prepared and a high volume of transactions are accepted, inaccuracy of data especially in sending documents which are returned or remained undelivered, interruption on mail production by a staff to source customer data, fraud in intentional alteration of addresses, and stealing of physical documents.
When it comes to addressing this issue, Document Integrity processes and systems must be rolled out. Ensuring that the document processes are rendered correct and valid, Document Integrity runs through every stage from document creation to print output and mail. This allows businesses to provide proof that fits the best practice and good control. It can also be made possible with Copier Chicago services.
Document Integrity brings a number of benefits on a financial aspect such as reducing processing costs as compared to manual handling, eliminating the cost of returned and undelivered communications, minimizing the risk of financial penalties for non-compliance, and no reduction in Customer Lifetime Value from the people who leave whenever their data is compromised.
Meanwhile, Document Integrity has ideally combined with File Based Processing. Maximizing accuracy minus production speed compromise, organizations get informed about the updates any time in the mail run period. Error are quickly identified and fixed and an audit is provided for every page processed. Through direct scanning with proof that every mail is correctly assembled, this is highly accessible and is a more effective alternative to traditional inserter control.
Creating closed loop integrity for documents, File-Based Processing is where a Mail Run Data File (MRDF) lets the inserter to verify the page accuracy with complete records and instruction. MDRF provides precise instructions on the steps to be done with every page. Then, tracking is done for every page for a comprehensive audit trail for the mailing.
The four key features include a system that can create a user-defined file containing specific elements for flexibility and extensibility, a more flexible and smaller user-defined records to make them more effective and cost-efficient, a system that can identify the document and lead times for processing the data and having maximum efficiency by preparing the inserter, and a system that can initiate a process of regenerating damaged documents.
When taking steps to data security protection, documents must not be overlooked. With Copier Chicago services, the transition from physical to digital includes document scanning and printing can be done. When properly implemented, there will be a full-bodied protective environment for physical documents.
