When you are onboarding a BPO services provider, there can be various concerns about data security. Such concerns can be about how your service provider uses your data and how available that data is to unauthorized eyes. All these concerns are legitimate.
To ensure your data is not misused and protected efficiently, there are some measures you can take. Whether you are hiring an IT support company or a complete BPO solutions hub, it is important to limit the data you share. Only provide them with data that is required for them to work on the tasks. Limiting the shared data is one thing, but there are other measures you need to take care of too.
What Are BPO Services?
BPO stands for Business Process Outsourcing and it is exactly what the name says. These processes can be anything from marketing, sales, HR, IT Support, contact center services, and the list goes on. Out of all these, contact center services, sales, and marketing are the most famous.
To work with such BPO services, companies have to share their data with them. Such companies are third parties. Therefore, you have to be careful about many things. The following are the precautions you should take when working with a BPO company:
Look for a Credible Company
One of the most important aspects you should consider is the credibility of your BPO company. Trusting new companies that you have never heard of is usually not the best idea. Instead, you should look for a company that is already providing BPO services to different companies.
You can look up a company and do a background check. See if there is any controversy regarding data theft or similar complaints. If a company has a history of such problems, it is better to look for another company offering the services you need.
Besides searching for a company on the internet alone, you can get feedback from people who have the experience of working with the company. It is important to be wary of all types of red flags. Putting extra effort in this stage can help you connect with a trusted vendor.
View Your Service Provider’s Data Security Policy
Before reaching any agreement or contract with a BPO company, you should always view their data security policy. It is important because you can see the extent of data security a BPO company is willing to provide.
You should look for a multilevel security protocol. Multilayered data security covers different sides where your data can end up in the wrong hands. Always ask about data encryption, updated technology, and data accessibility within the company. Such safety protocols are a must-have for any BPO company.
Besides digital security, you can also inquire about the physical access and security of the premises. See what type of security they have on the computers. Also, you can see if the company has security guards to protect servers and other devices. Another thing many companies do is to restrict the access of unauthorized personnel. RFIDs and other such security features are a plus.
Do Not Share More Than Necessary
Even after choosing a BPO company with a secure environment, it is still crucial for you to limit the shared data. There are a lot of things you may have to share with your service provider to work together. But limit your company’s shared sensitive data.
You can ask the BPO service to send their data requirements. Do not just give them everything they ask for, discuss their requirements with trusted people in your company. If there are any unusual requirements from the BPO services provider, ask them why they need that type of data without hesitating. Unless there is a basis for any such demands, do not just hand over your sensitive data to someone else.
Data Usage Monitoring and Authorizations
After sharing your company’s sensitive data with a BPO company, don’t forget about it. Instead, you need to monitor how a company is utilizing your data. You can get the help of your IT support with data monitoring. Also, it is important to keep the channels of communication open with your point of contact.
To protect your sensitive information, you can have encryption on more sensitive data files. A user can only access those files when you give access from your side. Effective use of such features can significantly increase data security.
You have to share data with a BPO company for operations. However, you can take different steps in securing your business data more efficiently. It starts with choosing a trusted company with suitable data security protocols and includes monitoring and setting authentications on sensitive data from your side.