Data Security Methods in Dealerships
Car dealerships collect a lot of personal information such as credit reports, social security numbers, bank account numbers, and information about financing. This data makes dealerships a treasure trove for identity thieves. Below are some effective ways to ensure that confidential information never falls into the wrong hands.
IT Data Security
It should come as no surprise that the majority of data breaches happen through phishing and other web-based cyber-attacks. The best defense against these types of breaches includes anti-virus software, firewalls, spam filters, and data encryption tools as well as making sure that all software is up to date.
One of the best ways to prevent physical paperwork from being accessed by unauthorized individuals is to implement a clean desk policy. This can keep the workplace decluttered and better protect private information. Additionally, access to areas and devices where confidential data is kept should be strictly controlled.
Many businesses find themselves a victim of a hack due to employee error. This is because employees are not always properly trained on data security methods and why they are so important. All companies should have a written data protection policy supported by ongoing staff training and dealerships are no exception. Additionally, posted data security reminders throughout the workplace have proven to be beneficial in most settings.
Data Retention Policy
In addition to ensuring that confidential information is kept somewhere safe and secure, dealerships should also limit how much data they collect, how they use it, and how long it is kept. This is where a data retention policy comes in. A retention policy outlines what data is necessary to do business, how long that data is kept, and how all data should be disposed of to comply with state and federal regulations.