SecurityWise: Identity Theft in the Workplace - Protect sensitive customer information

26 Jan 2022

Identity theft is a serious problem as identity thieves are constantly coming up with new ways to obtain personal information. Our customers trust us to keep their sensitive information private and secure, and we need take that responsibility very seriously and to avoid reputational issues.

It is important that we all do our part to prevent identity fraud and protect our clients and customers. This includes taking security measures so that customer information stays protected. Unfortunately, fraud often comes from inside an organisation, so it is important to be aware of security internally, as well as when dealing with people outside your company.

All information and data can be broadly categorised into three ways:

• Public data - such as general company info can basically be handed out to anyone without much of a threat.

• Confidential data – this would be anything that only employees of your company should have. An example of this is customer lists.

• Restricted data - this type of data should only be seen by certain managers and departments, or perhaps only a few key people inside a department. This includes data such as customer account numbers.

Computer

Your computer likely contains the most sensitive customer information. Follow these guidelines:

• Never leave passwords where anyone can find them.

• When you step away from your computer, always “lock” the screen.

• Do not allow unauthorised persons to access your computer.

• When sending email with personal data, make sure it is encrypted.

• Make it policy that all restricted data must be encrypted anywhere that it is saved, including in the cloud.

Customer Contact

Only gather or provide sensitive customer information through company-approved channels. Do not use personal email (or if you must, be sure to encrypt the message). Follow company policies to verify the identity of the customer when giving out or changing any personal information. Use discretion when offering or receiving personal information over the phone—this is a common way for thieves to commit identity fraud.

Paperwork

When stepping away from your desk or leaving your shop for the day, do not leave any paperwork with sensitive information visible to others. It should be filed in a locked drawer or cabinet. When disposing of personal information materials, use the paper shredder or recycling container.

Above all, be aware of the potential for identity theft when handling personal data. If you are ever suspicious of a transaction or conversation you are having, follow your instincts and pursue further verification before proceeding with the customer’s request.

Talk to your manager if you have a question about a procedure or need assistance with a particular transaction. If we all do our part, we can prevent identity fraud from occurring and protect both your company and valued customers.

SecurityWise

Source: SecurityWise