Many IT security solutions have tools to help you protect a client’s privacy and better manage internal document security processes. Using client information security systems can help you reduce the risk of leaking sensitive client information or sensitive information about your business and business plans. Here are some points to consider when choosing a secure IT solution to ensure client privacy and to maintain confidentiality of your business.
E-Signature and Document Security
E-signatures eliminate the need for printing documents that contain a client’s personal information. No document management / collaboration tool that I know of has an integrated electronic signature tool other than ConXPoint. Documents pending signatures never leave ConXPoint’s encrypted environment. Instead, persons signing the document get a one-time password to gain access and sign the document in the secure environment. This means the document doesn’t have to be printed and routed through the post office or go through “many hands.” Using eSignatures reduces the risk of information that is on the document from being seen by anyone other than the intended recipient.
Secure Communication Encryption
ConXPoint also has a secure communication tool that sends encrypted emails to other Business Center users. It’s not really intended to replace day-to-day email applications such as Outlook, but if someone is working on an important case, say a merger & acquisition or a sensitive project, then they can send encrypted emails rather than regular emails. This, I believe is also unique to ConXPoint. I’m sure there are stand-alone email encryption services, but we combine many SaaS solutions into 1 affordable SaaS solution. No other web-based document management / collaboration service that I know of includes a secure communication application.
Another thing to consider is sending attachments on emails. Not only does this clog up servers and inboxes, it may not be as secure as you think. ConXPoint has a document share tool that works similar to the esignature tool. Instead of sending documents via email, fax, or snail mail, you can share documents without removing them from their secure environment.
Internal Security
Strict, hierarchical permission levels within a document management solution is key to limit internal access to client or employee information. This means you can limit certain employees from having access to certain bits of client-specific information, while giving them full access to other information. Some people in the ConXPoint Business Center can “see all do all,” while a client may not know any other users exists other than them; it could be their own client portal or extranet. This enhances confidentiality.
Server Security Information
Our network is SAS Type II compliant. We use SSL Certificates for website identification and 128-bit encryption for data transfers between the browser and our servers. All passwords are stored as SHA1 hash and payment information is encrypted at all times using TripleDES encryption.
For more information or discuss other ways ConXPoint services may help you economically meet your customer service priorities and cost reduction initiatives, contact us by calling 866-907-6686. The ConXPoint web site offers a brief 3‐minute movie providing more information and an option to sign up to participate in a 30‐minute interactive Web presentation called “Coffee with ConXPoint.”
