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How to Protect Your Client’s Data using DMS

Protect Your Client’s Data

If you work in insurance, you know how frequently you have to deal with a client’s personal data. You would know that dealing with sensitive client information is unavoidable. Policy creation, claim processing, and reimbursement procedures will require client data. Handling this data is an vital part of your company’s functioning. Therefore, we’ve put together three major takeaways when it comes to protecting sensitive client data.

Emailing is not as safe as you think

Sharing documents by attaching them to an email is a gamble in today’s times. Multiple email providers have had their servers under attack over the past years—meaning sending files through email is not the safe way to handle sensitive client information. Hackers are especially enticed by the data processed within insurance companies which put client information at great risk.

As more clients realize that web-based correspondence comes with caution, you might want to consider switching to DMS as a way to transfer files securely. A DMS allows you to share files to your client directly—no third party email service involved. Just upload a file to your DMS, copy its link and share it to your client. They will then be taken to its page on the DMS (thanks to its browser-ready nature) and the client can download the file directly, no strings attached.

Role-based access is your friend

Using a DMS has a big advantage over using plain office-wide network drives, since DMS comes equipped with role-based access to files. Role-based access helps an administrator provide specified file access to users according to set permissions. This prevents sensitive files from being accessed by users who shouldn’t be viewing them. Therefore, DMS’ role-based access is a great asset for insurance companies.

Put two-factor authentication to use

Passwords can easily land in the wrong hands. This mishap can compromise sensitive data belonging to your clients, as well as your company’s crucial files. A single password leak can set back your company’s progress (and image) and would very likely cause legal trouble. Cyber-security must be taken very seriously.

This is where TFA (two-factor authentication) and MFA (multi-factor authentication) come in. By requiring a second or third authentication method (like a pin or OTP), you can safeguard your system in case of a cyber-attack. Most DMS come equipped with TFA and MFA—and these are quickly becoming a prerequisite if you want to protect client and company information.

To conclude, we’d recommend this blog post that outlines more information relevant to DMS and its role in the insurance sector. If you would like to know more, feel free to hop on a quick call with us. Contact us here. We’d be glad to help!

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