Third-party print/mail providers and in-house corporate print and mail facilities continue to favor processing customer-facing documents with on-premise solutions because of security concerns. The documents may contain sensitive health or financial information that companies would not want to be “findable” to hackers or part of an accidental exposure, should they process the work in the cloud.

Today, insisting on localized document processing solutions solely because companies are apprehensive about data security may not be the wisest move. The benefits of cloud computing are substantial. Print and mail operations might want to reconsider their application hosting strategies.

Cloud-based computing is not the same as it was 10 years ago. The latest technology in cloud computing addresses the weaknesses of the past. Any lingering security concerns should now be alleviated. With new developments in cloud computing and major providers staking their reputations on cloud-based solutions, security and privacy measures are greatly improved. Today, the security of data processed in the cloud is possibly more stringent than an organization can administer in their own data center.

The Cloud

Document and printing professionals improve profitability by optimizing workflows and adding data management controls. Cloud technology gives them the edge to improve productivity and competitiveness. Cloud storage uses external servers to store a company’s data. This allows for secure data hosting and accessibility for remote and on-site employees.

The future of business is in cloud technology. The neighborhood diner, Walmart, and everyone in between is or will be in the cloud. Working in the cloud optimizes internal processes. Organizations can make decisions quickly because all team members can securely access data and CCM applications.

Simplify Compliance and Reduce Risk

The cost of non-compliance includes fines, legal expenses, and lost credibility. Companies can reduce costs and risks by implementing comprehensive content libraries, asserting tight control, and maintaining flexibility to adapt to ever-changing requirements. Establishing IT compliance doesn’t just safeguard customer data–it keeps the print/mail provider’s data safe and helps keep the organization in compliance with regulations as well. Companies are challenged to stay current with ever-changing regulations and are concerned about the heavy consequences of not meeting compliance requirements.

Employee Training

Companies often secure their networks from outside security threats, but they don’t focus as much effort on their employees, which can also present a risk. Accidental breaches happen when employees are not consistently well-versed in security best practices, yet they have access to sensitive data. Companies can address this problem by insisting on employee security training to help protect vulnerable information. Schedule training to teach employees how to recognize security threats and what to do if a bad actor launches an attack. This simple, cost-effective method reduces compliance risks and stops employees from engaging in harmful security habits.

Mobile Device Considerations

Personal cell phones are never more than an arm’s reach away. Irrespective of the rules for personal cell phones, it is imperative that organizations have a plan to stop unauthorized access to sensitive data on mobile devices. Use standards need to be in place for company-owned devices and employee personal phones. To reduce compliance risks, invest in data encryption so employees cannot store data on devices that do not have clearance. Allow IT to access devices remotely to wipe data if a device has been misplaced.

Invest in Cloud-Based Solutions

Migrating your print/mail and data storage to the cloud lets you meet compliance mandates and reduce risks. Cloud providers have the flexibility to adapt to regulations as they change. Cloud solutions are highly customizable and ensure that data is secure regardless of what IT compliance standards are required.

Housing Data Off-Premise

It might seem risky to move files to an outside data center. The opposite is true. The professionals behind cloud solutions will help you meet all necessary requirements and reduce risks. Achieving IT compliance and improving security is straightforward when you know where to focus your attention. Remember that employees pose the biggest threat to your security. Keep mobile devices in mind when considering company security on all technology and use cloud solutions to mitigate risk.

Security

Security is a top concern for all print/mail services. A considerable amount of private and sensitive data passes through the presses of third-party mail services and in-house operations. Developers of cloud-based CCM tailor processes and procedures with strict adherence to compliance and privacy standards like HIPAA, SOX, and GDPR. Platforms run in a highly secured and redundant cloud environment in compliance with security standards, such as ISO 27K, ITIL, SOC 1& 2, COBIT, HiTRUST, PCI DSS, PII, and others.

Implementation

Quickcoms’ next-generation customer communications management platform enables organizations to build and execute effective communications while lowering operating costs and ensuring compliance. Operating from the cloud, Quickcoms’ technology provides banks, insurers, and other regulation-sensitive companies effective ways to improve change management and update data files. Quickcoms cloud-based CCM software uses regulatory intelligence to automate rapid document updates. An intuitive interface and no coding give an organization the power to meet all regulatory deadlines and provide superior customer service.