Staying up to date on compliance rules is essential for organizations that deal with sensitive customer information such as healthcare, insurance, financial services, state agencies, and legal.
But it's not enough to just know the rules - you also must be able to prove that you're following them. With fines ranging from $200 to $10,000 per mistake, having a report on document integrity is a cost-effective defense against privacy claims.
What is document integrity?
Document integrity implies that a document is in an 'unimpaired condition' so that in the event of a dispute, you may show that it hasn't been tampered with. In the context of preparing, assembling, and delivering documents that contain sensitive information, document integrity means you have an accurate record of which documents are sent to which customers. And in the event of an audit, you'll be able to show that you're compliant with all applicable regulations.
What's at risk?
Surprisingly, our research shows that 67% of our folder inserter customers are not actively tracking document integrity.
Don't get us wrong - we are thrilled our customers trust the accuracy of our equipment. They absolutely should. But, these businesses could be at risk of violating regulations like HIPAA and GDPR if they cannot prove document integrity when required.
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In 2020, the Belgian Data Protection Authority (DPA) issued a fine of 10 000 EUR to a direct marketer for an infraction that began with a customer receiving the wrong message in the mail.
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In Ireland, businesses can face up to a 50 000 EUR fine if a document with personally identifiable information (PII) is sent to the wrong person
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In the first quarter of 2021, there were 219 reported incidents of personal data being mailed or faxed to the wrong person to the UK's Information Commissioner's Office (ICO)
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In 2021, a teaching hospital in London was fined £180,000 by the ICO after a health clinic leaked the details of almost 800 patients who had attended HIV clinics
What is Personally Identifiable Information (PII)?
PII is a person's full name combined with any of the following information:
- Mother's maiden name
- Driver's license number
- Bank account information
- Credit card information
- Relatives' names
- Postal address
- E-mail address
- Home or mobile phone number
- Personal Characteristics
- Social Security Number (SSN)
- Date or place of birth
Any other information that would make the individual's personal identity easily traceable
One small investment could save you thousands
For mailings containing sensitive or personally identifiable information such as account statements or contracts, compliance rules are ever-changing. You must ensure that the right document is mailed to the right person every time. And you must be able to prove it.
The only way to guarantee document integrity is through a closed-loop document integrity solution, like docsecure which works hand-in-hand with your intelligent folder inserter and output management software. This type of solution will track and verify that all documents are where they're supposed to be, ensuring that your business is compliant with all regulations.
Making this investment now could save you thousands of dollars in potential fines down the road. So, don't wait—protect your business today with a closed-loop document integrity solution like docsecure.
