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3 Essentials for Data Secured Direct Mail

Technology is constantly changing and evolving. When you are working on a direct mail piece, it is critical to make sure you select a vendor who takes the security of your customers seriously, taking any necessary measures to protect their data. If you are trying to pick a vendor for your next mailing, make sure they have these practices in place to keep your data protected!

On-Site Security Protocol

The print and direct mail vendor you work with should have on-site security measures to keep data secure for all recipients of direct mail and inserts, especially if sensitive information is collected and distributed. The vendor should have the following in place before trusting them with your data:

  • Disaster recovery plan
  • Privacy policy
  • Building and equipment security measures

You should also make sure you ask about training measures taken to make sure each employee is well-versed in your facility’s security policies and processes as well as any extra quality control measures that may be put in place upon customer request. An ideal direct mail provider will have protocols designed to meet the highest levels of security with the most updated technologies available.

Intelligent Inserting & Camera Match Technology

Intelligent inserting combines cameras and barcode technology to ensure the inserts for your direct mail campaigns are matched with the correct envelope, making sure each piece is sent out. This helps to avoid duplicates, as well as cutting down on the amount of time it takes to create a campaign. By using intelligent inserting, your campaign is likely to experience fewer errors due to mistakes that can happen when envelopes are stuffed by hand, including missing sheets with valuable information to the organization or recipient. Kirkwood Direct FlowMaster RS-Flex System includes the perfect match of speed, flexibility, and integrity. One Platform with two (2) feeder cameras to Run All Applications.

Third-Party Audits & Data Compliance

Regular third-party audits ensure that your direct mail provider not only has security measures and contingency plans in place, but they follow them as well. One of the most common audits is the SOC 2 Type II Compliance, which is designed for service providers that are storing customer data in the cloud. Even if your company has every measure in place, a breach in one of your security levels may occur. That is why it is critical to undergo routine audits and checks to make sure each measure is firmly in place to protect customers.

Data-Secured Direct Mail for Commercial Clients

At Kirkwood Direct, our data services include:

  • HIPAA Compliance
  • SOC 2 Type II Certification
  • HIPAA and FWA Training
  • OIG/GSA Reviews
  • Disaster Recovery Policy
  • Hardware and Digital Media Disposal Policy
  • Secure File Transfer Protocol via SSH/SFTP
  • Firewall Protection
  • Data Security Compliance Policies
  • Internal Vulnerability Audits
  • External and Internal Penetration Tests
  • Physical Plant Security

When selecting a vendor for your next direct mail campaign, choose wisely and securely. Contact Kirkwood Direct today at (978) 642-0300 to learn more about our print marketing services and our security practices.

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