Protect outbound data While everything discussed up until this point has related to the data residing on your computer, protecting outbound data is just as essential, if not more so. Here are a few quick tips: •
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Use Real Time. Real Time offers a much more efficient and secure method to handle carrier transactions than email. When sending a file using Real Time, communications are automatically encrypted and kept within both the agency’s and carrier’s management systems.3 Secure your email with TLS (Transport Layer Security) email encryption. ACT has published a number of articles outlining the basics of TLS encryption. Rather than duplicate these efforts, we suggest searching TLS encryption on their website, www.iiaba.net /act. TLS is the industry recommended secure email solution for business partners where there are frequent email communications going back and forth, such as between agencies and carriers. TLS is an open standard that is transparent to end users, but it requires activation in the email servers of both partners. Most agencies are also likely to need to employ a proprietary email solution for use with their clients (or set up a secure client portal on the agency website), for those instances when sensitive personal data is transmitted to the client, within policies. Remove sensitive files from email application. When storing client emails, attach them to files within your password-protected agency management system instead of in the Outlook application.
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Winter 2013 • South Carolina Agent &11/28/12 Broker9:27 PM 31