Keeping Confidential Information Confidential
At CPS, we take the collection and storage of confidential information very seriously. We have a number of programs in place to ensure your information and your clients’ information is safe and secure. Programs and machinery we use to protect data include:
Industry’s Best Agency Management System
EbixCRM’s Smart Office program is the agency management system used by CPS authorized users. All risks related to confidential data are recognized, systematically evaluated and addressed to minimize potential exposures – the security practices incorporated conform to the industry’s best standards.
All email correspondence regarding you or your client’s Non Public Information is protected with our eM4 Encrypted Email program. Non Public Information is defined as personal information, which by itself or with other information could allow access to private assets or health information. This includes items such as names, social security numbers, personal check information or credit card numbers. Our eM4 Encrypted Email program allows this information to be sent privately and securely.
Disaster Recovery Plan
CPS maintains a detailed plan to ensure our computer network infrastructure remains functioning, without experiencing any data loss or breach of security, in the event of a disaster.
Items such as medicals, APS and other case related docs are stored in our document imaging program, Paperclip, and are always secure and accessible.
“Auto-Erase” Copy and Fax Machines and Obsolete Document Shredding
CPS uses advanced copy and fax machines that erase data immediately after use, ensuring information stays confidential. Any documents containing confidential information that are no longer needed are discarded into locked bins, the contents of which are shredded on a weekly basis.
The combination of security and redundancy built into the CPS network, along with the comprehensive disaster recovery plan, ensures that as a CPS producer, you will always meet any compliance requirements – and that all confidential data will remain confidential.