Mitigating Risks + Ensuring Compliance with External Print and e-Solutions Service Providers

When a company utilizes an external document service provider for print and e-Solutions involving critical Personally Identifiable Information (PII), it is crucial to implement best practices that ensure data security while maintaining efficiency. Here is how to achieve this:

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Service Provider Evaluation and Selection

• Vendor Assessment: Conduct thorough due diligence to evaluate the security practices of the document service provider. Assess their compliance with industry standards and regulations.
• Certification: Ensure the provider holds relevant certifications (SOC 2 Type II, HIPAA, etc.) demonstrating adherence to security standards.

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Contractual Agreements and SLAs

• Data Protection Clauses: Include specific clauses in contracts that address data protection, confidentiality, and security obligations of the provider.
• Service Level Agreements (SLAs): Define clear SLAs for data security, incident response times, and data handling procedures.

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Data Encryption

• Encryption in Transit: Ensure all data transferred between the company and the service provider is encrypted using strong encryption protocols such as TLS.
• Encryption at Rest: Confirm that the provider encrypts stored data on their servers during processing and when at rest.

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Secure Access and Authentication

• Access Controls: Verify that the service provider implements strong access controls, limiting access to authorized personnel only.
• Authentication: Ensure multi-layers  of authentication are used for accessing sensitive data and print services.

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Document Release and Handling

• Secure Release: Utilize secure document release processes where documents are printed only after user authentication.
• Physical Security: Ensure the provider has measures in place to secure physical access to their facilities and print devices.

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Audit and Monitoring

• Audits: Request evidence of annual audits of the provider’s security practices and compliance with contractual terms.
• Activity Logs: Request detailed logging and monitoring of document handling activities, including who accessed what data and when.

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Data Minimization and Retention

• Data Minimization: Limit the amount of PII shared with the service provider to the minimum necessary for the services provided.
• Retention Policies: Ensure that the provider follows data retention and destruction policies, securely deleting data per agreement.

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Incident Response and Reporting

• Incident Management: Confirm the provider has a robust incident response plan, and include provisions for timely notification and collaboration in the event of a proven data breach.
• Reporting: Establish clear reporting requirements for proven security incidents and breaches.

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Compliance with Regulations

• Regulatory Compliance: Ensure the service provider complies with relevant data protection regulations and industry standards.
• Compliance Audits: Request evidence of compliance audits to verify adherence to regulatory requirements.

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Regular Security Assessments

• Security Reviews: Conduct annual security assessments and penetration testing on the provider’s systems to identify and address vulnerabilities.
• Vulnerability Management: Request evidence of the provider’s process for addressing vulnerabilities in their systems promptly.

Ensuring your print and e-Solutions provider aligns with these best practices, along with training your staff on securely using the service provider’s systems and understanding data protection responsibilities, will keep your critical information secure.

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