Security And Sub Agents: Managing Info In A Growing Agency

Web-based technology makes it easier than ever to add new agents to your business. But as you start expanding your sales force out of a home office and into multiple states, how do you effectively and securely share information?

Don’t let security issues stall your agency growth. Here are some ideas to help you keep your lead data secure.

Keep Your Book Of Leads Semi-Private

There’s no need to open up your whole book of leads to sub agents. Not only does this give your agents access to lead data that they don’t need to see, it presents an unnecessary security issue.

Lead management systems can be designed specifically for agencies with several sub agents, giving them password protected access to your secure online database.

Built-in lead distribution features allow you to assign leads to your agents automatically based on a logic you determine. Your agents have their own secure passwords that let them access their assigned leads, run quotes and send apps. You maintain the master rights.

Your lead management system should also require SSL (secure sockets layer) encryption. SSL is an added level of security for transmitting data, and keeps your lead info safe from prying eyes. As your agents work leads, or run reports and queries, you know no one can “look over their shoulders” using the internet.

A secure distribution system is key to creating a lead program for your sales force while keeping you in control of who sees what.

Create Your Own Security Policy

Get a security policy in place for your agency, and enforce it, both in the home office and for off-site agents.

Many sub agents may work out of their homes. Your agents may also be in the habit of accessing data on Internet-ready devices that are easily lost or stolen, such as laptops and PDAs.

Your policy should include rules for using data outside of the office, including what devices are acceptable and what individual security measures your agents should practice.

Practice Smart Security Behavior

Practice smart security behavior in your office. It’s easy to let certain things slide… the employee that has their password on a post it note stuck to their monitor, the visitors who are allowed to roam around the office without close supervision.

The Independent Insurance Agents & Brokers of America (IIABA) suggests some simple rules you can enforce:

• Keep desktops password protected when anyone is away from their computers.
• Passwords should not be stored next to computers.
• Visitors should be accompanied by a staff member at all times.
• Private information should not be taken out of your office on CDs, disks, etc.
• Make sure your actual office is safe at night, including adding security systems.

For a detailed report on consumer data security, visit the IIABA online.