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Ways BPO Companies Can Handle Data Security

Most companies in the past would handle all of their projects on their own, now slowly but on the rise is the trend of outsourcing to other specialist third-party companies. Outsourcing projects to another third company ensures it is being worked on by better-experienced developers, yielding a higher quality of the finished task. It may cost far less than the company would have spent carrying out the project on their own.

The business processing outsourcing industry is known for its top-quality services and generating savings for its clients. Business Process Outsourcing (BPO) companies receive projects from clients, have them developed by their team of outsourced developers, and deliver a finished product.

Its onset in call centers and manufacturing has widened its services to human resources, accounting, and professional services, this yields the rise of high-value outsourcing, as well as research and development, and added innovation strategies being outsourced. Also, it has been made possible to use small and medium businesses due to affordable, high-quality technology; this is a significant trend in the corporate world these days. A considerable amount of work is outsourced, and high-quality jobs are expected in return from the companies.

In recent years, millions of dollars have been lost in data breaches, so the most significant concern a client has with BPO companies in the security of their data. Data security is a top priority for a BPO company, and the BPO companies must achieve it before they can look for clients willing to outsource their projects. Data and cybersecurity concerns and how the BPO companies handle them have been the worry of businesses despite its popularity.

According to Grand View Research Inc., the global BPO industry is expected to worth $343.3 Billion by 2025, hence its need to maintain its stand as a critical economic driver and employer. However, to do so, the BPO industry has to stay on top of contemporary data security issues for its clients. There are many guidelines a BPO can follow to overcome data security issues, uphold compliance with user privacy, and assure their clients the safety of their data.

Strict control over employees

A BPO protects the first way of ensuring a client’s data is kept from their employees, who may cause a potentially dangerous information leak either intentionally or unintentionally. Stern workplace regulations should be placed on employees, not using or owning any personal electronic devices (mobile phones, laptops, flash drives, etc.), which can be used to record information of a client’s data. On the contrary, details related to projects circulated on paper through the workforce should be destroyed as soon as it has served its purpose by shredding. Also, a non-disclosure agreement is expected to be signed by all employees during the time of hire, which prevents disclosure of confidential client information by employees, lest they want to be prosecuted.

Stringent data security policies

BPOs are expected to sign legally binding contracts with the clients outsourcing their projects and the developers who are working on the plans. These contracts contain regulations guarantying that neither party would be involved in the misuse of data, and it is useful since legal action is in place for any party who breaks the contract. A BPO can establish trustworthy relationships with its clients and share data with both parties knowing neither party would break the deal.

Dedicated IT team on standby

A system malfunction or an attack on the system servers is a common trouble for a BPO. This technology-reliant company requires an IT/Tech team on standby to provide anything that goes wrong. The team’s job is to ensure all systems are online as soon as possible in case of a failure and retrieve as much of the client’s data as possible in such cases. They’re also to ensure no loss of data to thieves in times of crisis and monitor any sign of invasion.

Control over all tech used in the company

All computer systems used in a BPO are continuously monitored by a security IT/Tech team that can detect and eliminate malpractice signs automatically. All policies are set up to restricts actions resulting in leakage of data such as copying files into flash drives.

Secure communications

A constant communication channel is opened between numerous parties since offshore BPO companies work in contrast time zones and continents. During communication with other companies and clients, BPOs control their data security as most of the data is lost to eavesdroppers during the discussion. BPOs bandwidth is monitored continuously to ensure no information is being compromised. Also, providing end-to-end data encryption is carried out on all communication to any data picked up by hackers is indecipherable.

ISO certifications

BPOs are always certified to ISO, to ensure the ISO guidelines and standards set by the ISO firm are followed to meet a client’s requirement. The level of security measures developed by the company is understood depending on the ISO certification.

Setup measures for physical security

Setting up measures for physical security is the most prominent and most straightforward step in securing data. On-premises, security features may prevent a data breach. Provision of special locks to restricted areas to prevent unauthorized entry, installing security cameras and procuring qualified personnel to monitor them on site.

Reassuring clients about data security compliance

BPO companies that comply with strict data control policies and have a good track record ensure their clients are educated about the best practices they follow. Regular communication and updates through email regarding the integrity of their data and regulations imposed, help reassure clients that their data is in good hands. Clients appreciate proactive service providers that share the whys and whats of data security without it being requested. It also projects the service provider and vendors as a reliable custodian of sensitive data.

Above are some of the most basic ways that a BPO company handles data security. These small steps of data security accrue to a much bigger goal of a secure data environment for business operations and other related processes.

author: Joydeep
Joydeep Singha is the Founder at AskDataEntry - India’s leading online virtual administration services provider for businesses and individuals. He is a seasoned marketing professional who is an expert in digital marketing and entrepreneurship.

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