Clean desk policy

The Gramm-Leach-Bliley Act is Federal Legislation that mandates any business that acts as a “financial institution” to ensure the privacy, security and confidentiality of sensitive customer records. Read on to learn how Scan123 can help you do that.

In the course of conducting normal business, auto dealerships collect a range of Personal Identifiable Information (PII) from their customers. This information includes:

  • Names
  • Addresses
  • Phone numbers
  • Credit card numbers
  • Credit history
  • Social security numbers
  • Bank account information
  • Birth dates
  • and more

Dealerships are subject to strict regulations regarding the use and protections of PII under the Gramm-Leach-Bliley Act (GLBA).

Scan123 can help auto dealers protect against unauthorized access to or use of sensitive customer records through the implementation of a “Clean Desk” policy and restricted access to sensitive data records.

  • Paper documents scanned into Scan123’s archival system can be securely destroyed immediately, eliminating the chance that unauthorized individuals can view information on a document left on an unattended desk.
  • Restrict access to only users that need access by creating locked cabinets for archival of sensitive customer information.
  • Restrict access to Scan123 by supplying a list of whitelisted IP addresses. Blocking access to the system by addresses not on the list.
  • Ensure greater account security by utilizing Two-factor Authentication.

It is up to you and your team to protect against unauthorized access to or use of your customers’ personal records or information.

For more details on how to keep your customers’ information secure, contact your company’s Information Security Officer.