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:

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.