Print and Mail Security: Why Your Vendor’s Controls Matter More Than Ever

Print and Mail Security Why Your Vendor’s Controls Matter More Than Ever Critical customer communications protected from intake through delivery.

Print and Mail is Operational.

The Exposure is Strategic.

Security expectations have changed.

Regulators expect stronger controls.

Customers have less patience for communication errors. Internal teams need clearer evidence that sensitive data is being handled properly.

Executive leaders are asking harder questions about third-party risk.

A print and mail provider is not just producing paper.

They are handling critical customer data at scale.

This makes vendor security a business issue, especially for organizations in regulated, high-volume or revenuecritical environments.

Print and Mail Security

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

2

Security Without Operational Blind Spots The Problem

The CSG Approach

Customer data moves through multiple systems, teams and vendors

Secure data transfer and encryption across the communication lifecycle

Access controls may be inconsistent or difficult to audit

Role-based access and least-privilege controls

Manual production steps increase the risk of error

Production tracking, validation and exception management

Limited tracking makes exceptions harder to identify and resolve

Searchable communication and production history

A single facility or production point can create continuity risk

Multi-site operations and tested disaster recovery processes

Compliance evidence may be difficult to retrieve when an issue occurs

Independent security and compliance assessments

Migration can increase exposure if controls are added too late

Security and governance built in to migration from the start

Print and Mail Security

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

3

1

Five Security Areas Every Organization Should Evaluate Data protection from intake to output Every print and mail program starts with data. That data needs to move from your systems to your vendor’s environment

The Practical Question to Ask: Can the vendor clearly explain how customer data is protected before, during and after production?

without creating unnecessary exposure.

Organizations should understand how the vendor manages secure file transfer, encryption, access controls, data retention and data disposal. They should also know whether the vendor can support the specific requirements tied to their industry, customer base and regulatory environment.

Print and Mail Security

CSG’s Approach CSG uses encryption in transit and at rest, secure file transfer processes and encrypted backups. Data retention and reduction policies govern how long information is held and how it is disposed of.

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

4

2

The Practical Question to Ask: Access Controls and Operational Governance Security depends on more than technology. It also depends on who can touch the work.

Can the vendor show who has access to sensitive data, why they need it and how that access is reviewed?

A print and mail provider should have defined role-based access controls, documented operating procedures and clear separation of duties across production, quality control and exception management.

This matters because many print and mail issues are not caused by a single system failure. They happen when manual steps, unclear ownership or weak controls create room for error.

Print and Mail Security

CSG’s Approach CSG applies role-based access and least-privilege principles so employees receive only the access required for their responsibilities. Defined processes govern access approval, review and removal.

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

5

3

The Practical Question to Ask: Production Integrity and Mail-Piece Control Security is not only about protecting data in a system. It is also about making sure the right communication reaches the right customer.

Can the vendor provide job-level visibility and proof that each communication was produced and mailed correctly?

For high-volume print and mail, organizations need confidence that jobs are tracked, reconciled and validated through production. That includes controls for document composition, print output, inserting, sorting, mailing and exception handling.

This is where quality and security overlap.

A misdirected bill, incomplete statement or incorrectly inserted notice can become a customer trust issue, a compliance issue and a revenue issue.

Print and Mail Security

CSG’s Approach CSG provides job-level production visibility, output validation, centralized logging and exception management to support accurate processing and clear accountability.

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

6

4

Audit Readiness and Compliance Evidence When an issue occurs, the business needs answers quickly.

The Practical Question to Ask: Can the vendor provide usable evidence when compliance, legal or operations teams need it?

What was sent? When was it produced? Was it mailed? Was there an exception? Who handled it? What controls were in place?

A strong vendor should make it easier to answer those questions, not harder. That means having accessible reporting, audit trails and documented processes that support internal reviews, regulatory requests and customer dispute resolution.

Print and Mail Security

CSG’s Approach CSG maintains communication and production records that can support internal audits, regulatory reviews, customer disputes and compliance reporting.

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

7

5

The Practical Question to Ask: Disaster and Business Continuity Security planning must include the moment when something does not go as expected.

Organizations should understand how the vendor identifies incidents, escalates issues, communicates with clients and recovers operations. This should include both security events and operational disruptions that could affect critical mailings.

A provider’s response plan matters because delays can quickly become business problems. Missed documents can affect cash flow. Missed notices can trigger compliance exposure. Poor communication during an incident can make the issue worse.

Print and Mail Security

Does the vendor have a documented response process, clear escalation paths and the operational depth to keep critical communications moving?

CSG’s Approach CSG operates through multi-site redundancy with documented business continuity planning and regularly tested disaster recovery practices. CSG maintains 99.98% SLA performance across 24x7x365 production operations.

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

8

Why This Matters During Vendor Migration Security should not be treated as a separate workstream during migration. It should be built into the migration plan from the start.

That includes secure data transfer, controlled testing, validation of document outputs, access control reviews, audit requirements and clear cutover governance.

Print and Mail Security

The risk is not moving to a new provider. The risk is moving without enough control.

A strong migration partner should help the business reduce exposure by creating a structured path from discovery to cutover, with the right checkpoints, testing and production controls in place.

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

9

What CSG Brings to a Secure Migration CSG approaches migration as a structured program with security controls built in from the start, not added at cutover.

Controlled data transfer

Customer data is moved through secure, encrypted channels with defined access controls from day one. File mapping and validation happen before production begins.

Documented testing and output validation

Templates, business rules and document outputs are tested and validated before go-live.

Parallel processing confirms accuracy and SLA performance ahead of cutover.

Access control setup before go-live

Role-based permissions are established and reviewed prior to cutover, so only authorized teams have access from the moment production begins.

Audit trail continuity

Archival and job tracking are active from the start of migration, not just after go-live.

Organizations maintain a complete record through the transition.

Clear governance and escalation paths

Defined approval gates, decision rights and escalation processes mean issues are caught early and resolved with accountability, not guesswork.

Print and Mail Security

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

10

Security Backed by Independent Validation ISO 27001

CSG has held ISO 27001 certification since June 2018. ISO 27001, supporting CSG’s ongoing approach to evaluating security risks, threats and vulnerabilities.

ISO 9007

CSG achieved the international gold standard for quality management systems. Consistent, and repeatable processes.

ISO 42001

CSG achieves ISO 42001, the first international standard for managing artificial intelligence.

PCI DSS

CSG is assessed annually as a PCI DSS Level 1 service provider by a qualified third-party assessor.

SSAE 18 SOC 1

CSG undergoes SSAE 18 SOC 1 examinations regularly.

SOC 2 Type 1 and CSA STAR

CSG’s SSAE 18 SOC 2 Type 1 and CSA STAR report for Enterprise Cloud Services ensuring service commitments and system requirements for security and availability are achieved.

CSA STAR

CSG has attained CSA Security, Trust, Assurance, and Risk Level 2 certification, validated by a third-party audit.

HIPAA

CSG maintains policies, procedures and controls to support its obligations when acting as a business associate for customers subject to HIPAA.

GDPR

CSG maintains global policies and specific procedures aligned with GDPR requirements for services that process personal data related to EU residents.

HITRUST

HITRUST certification provides independent validation that an organization has implemented and maintains rigorous security, privacy, and risk management controls to protect sensitive data and meet regulatory requirements.

(coming 2026)

Print and Mail Security

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

11

Secure Communications Need More Than a Secure Facility Critical communications carry business risk that can affect revenue, compliance and customer trust. And when they contain sensitive data, the security model behind them matters.

For organizations evaluating their print and mail strategy, security should not be a checkbox. It should be a core part of the vendor decision.

The right partner needs to provide the controls, governance, operational discipline and compliance evidence needed to protect sensitive communications at scale.

Because when the communication is critical, security cannot be assumed.

It has to be built into the process.

Print and Mail Security

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

12

Security in Print and Mail Protects More Than Data —It Protects Your Business Secure Data Handling

Operational Resilience

Encryption in transit and at rest

Multi-site production

Secure file transfer

Business continuity planning

Data retention and disposal controls

Tested disaster recovery

Defined incident escalation

Secure migration governance

Role-based access

Least-privilege permissions

Controlled Production

Job-level production visibility

Output validation

Exception tracking

Centralized logging

Communication history

CSG helps organizations protect sensitive customer communications, strengthen production controls and reduce operational risk without adding unnecessary complexity or manual oversight.

Protect Communications.

Maintain Control.

Talk to CSG Today

Print and Mail Security

CSGI.COM

©2026 CSG Systems International, Inc. and/or its affiliates (“CSG”)

13

About CSG CSG empowers companies to build unforgettable experiences, making it easier for people and businesses to connect with, use and pay for the services they value most.

Our customer experience, billing and payments solutions help companies of any size make money and make a difference. With our SaaS solutions, company leaders can take control of their future and tap into guidance along the way from our fiercely committed and forward-thinking CSGers around the world.

Want to be future-ready and a change-maker like the global brands that trust CSG? Visit csgi.com to learn more.