A Records Management How To: Build A Compliant Program To Protect Data Privacy

By Jim Soenksen, CEO, Pivot Group, and Chad Bevington, Regional Business Director, Cintas

Data privacy is essential to protect sensitive business and customer information from falling into the wrong hands. Unfortunately, it has become a growing business challenge as many institutions collect an abundance of data and experience data overload. However, well-publicized data breaches have heightened regulatory compliance pressures, making it necessary for businesses to remain compliant.

Many institutions are vulnerable to compliance infractions in their records management practices. One way to minimize vulnerability is to limit acquisition of confidential data. Review the type of data your business collects. Unless it is integral to the business transaction, avoid collecting information such as social security, bank account or driver's license numbers. However, to protect private data that must be retained, implement a secure records management program that is compliant with government standards.