Outsourcing your print and mail is an easy way to lighten your load so you can focus on more critical aspects of your business. A professional service is able to take on many mundane tasks, one of which is printing and mailing your checks. While there are a million reasons that companies should consider outsourcing this task, some companies still hesitate to let this chore go to someone else. The biggest reason? Security.
The safety and security of data is crucially important, which is why it can be hard to entrust your sensitive information to anyone else. This is especially true when you are sending money through the mail. But every day, mail trucks all across the country deliver checks to their destination safely and securely. It requires a little extra effort and a focus on security, but professional print and mail services for businesses are the perfect solution to ensuring maximum security for your checks.
Check Security
The need for security while mailing checks is twofold. Not only do you need to ensure that the checks are prepared properly to stay safe in the mail, but you also need confidence that the data transfer process is secure. Reputable mail services for businesses will have systems in place that guarantee the safety of your information at every step.
Security for the Data
Keeping your data safe requires a unique kind of security. It involves thoughtfully evaluating every vulnerability to keep sensitive information out of the hands of hackers. Professional print and mail services should implement layers of security to keep your data secure during transfer and storage.
● Encryption – Encrypting your data is a basic security measure that will add a layer of safety to your print and mail projects. Encryption scrambles the data you are sending, and the only one able to unscramble it so that it is readable is the intended recipient. Encryption ensures that the data is unreadable if stolen and, therefore, worthless in the event of a data breach.
● Firewall – A firewall is a security feature that controls access to a server. It will promptly deny any unwanted or uninvited traffic so that everything contained within it stays protected. Maintaining control over access to critical information is an essential foundation for keeping it safe.
● Secure Server – While nearly impossible to block every vulnerability, securing servers using the up-to-date security standards can provide safety and security for sensitive check data. Cybersecurity controls limiting access and requiring complex passwords contribute to server security.
● Physical Security – Security procedures need to be in place at the physical location of a print and mail service. Vetting employees who have access to secure data and providing security for computers and the physical location where the service operates will reduce the risk of data getting into the wrong hands.
Security for the Checks
The next element of security is keeping the physical checks safe after printing to ensure they will arrive at their destination securely and cannot be used to make duplicate fraudulent checks.
● Layout – A check design should allow it to fit snugly within an envelope without having any sensitive information in view.
● Envelopes – A security envelope is crucial any time a check goes into the mail. These envelopes have features to keep the information inside out of view of anyone who handles it.
● Security Markers – Authentic business checks have security features built into them to protect against fraud.
○ A CPSA (Check Payment Systems Association) lock icon indicates the check contains advanced security features.
○ A security screen on the word “Original Document” will make it nearly impossible to duplicate.
○ A thermal thumbprint that disappears under heat will be evidence of a genuine check.
○ A “VOID” pantograph will display the word “VOID” on a check in any photos or copies of it.
○ Watermarks are visible when held up to the light and cannot be reproduced in a photocopy.
○ Microprinting is microscopic printing along the border of the check. This printing can only be seen by enhancing it, meaning it is almost impossible to duplicate fraudulently.
● Compliance – Certain standards must be met to ensure compliance with programs like HIPAA. Protecting information is paramount. Meeting these standards is not only ethical but also the law. A professional print and mail service understands and adheres to all necessary steps to ensure HIPAA compliance.
Protecting your clients’ data is crucial to your company. People trust you with sensitive information. Your print and mail service partner should share your commitment to safety and security. By choosing to work with a print and mail service that takes this responsibility seriously, you can ensure that your data is safe, and your checks have all the necessary safety features.
