Information Safeguards Rule: Over Twelve Years (Part 2)
Information Safeguards Rule: Over Twelve Years (Part1), it has been over twelve years since the effective date of the information Safeguards Rule.
With a large staff busy with customers all day long, it can be hard to know if all your employees are taking sufficient precautions to protect confidential information. It should take only a few minutes to conduct a self-audit to look for telltale signs of careless practices. Here are four key steps to help your dealership stay in compliance:
| 1 | Get into the dealership showroom first thing in the morning before anyone else has arrived. With a quick tour of the showroom, inspect the sales desks and common work areas, including trashcans, printers, fax areas and copiers. Look for stray documents that contain customer information that should not be left out in the open. |
| 2 | Do a similar walk-through of the F&I office. As with your salespeople, be on the lookout for items that reveal customer information other than just their names. It is surprising how often a simple check can uncover violations. |
| 3 | Inspect the dealership’s computer terminals at an appropriate time. Ensure that employees have properly logged out for the day and that passwords remain protected so that customer information is not accessible. Make sure past employees are no longer in the system. |
| 4 | Determine if you can obtain access to accounting and bookkeeping files before or after normal hours. Check computer files, desks and filing cabinets to make sure they are locked and secure. |
Run through these four steps periodically to ensure that your business is continuing to comply with the law. Call us if you have any questions.
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Louis Young T (732) 572 3900 [email protected] |
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