With ever expanding regulation and the threat of internet attacks it is more important than ever to have a secure and compliant file sharing solution. focusIT, Inc has developed a cloud based file share system specifically for Mortgage companies and professions. It is a turn key solution that ensures all your corporate files and client interactions are secure and compliant. You can get started today, just visit http://www.focusitinc.com/pulse-secureshare
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Ensuring Your Mortgage File Sharing Solution is Secure and Compliant
1. Welcome
Ensuring Your File Sharing
& Email Solutions
Are Secure and Compliant
Hosts:
Josh Bopp Rebekah Stevens Paisley Coxsey
President Account Manager Relationship Manager
focusIT focusIT focusIT
2. Welcome
Compliance Now Includes Ensuring
Borrow Data, in all Forms, is Secure
Today’s mortgage environment is vastly
different than when most file sharing and
email solutions were initially implemented
Keeping borrower data safe is now core to
every mortgage operation and key to staying
compliant
Showing how borrower information is shared
with outside parties is now a key step in
compliance audits
5. Welcome
Method 1: Email
The Evolution of Email:
Email has assumed the role of being the primary data
and file transport system for most enterprises
Email attachments have grown
Sensitive borrower information is often included inside
attachments
6. Welcome
Method 1: Email
Challenges with Email:
Attachment size restrictions
Unencrypted borrower data
Use of personal Webmail accounts
Retention policies
7. Welcome
Method 1: Email
Solutions to Email Challenge:
Utilize secure sharing solution for large files
Deploy policy-based encryption
Enforce company policy against personal
email accounts
Deploy archiving
8. Welcome
Method 2: USB Drives
The Evolution of Physical Media:
USB drives provide easy, reliable mobile computing
Unaffected by file size limits
Sensitive borrower information is often stored
9. Welcome
Method 2: USB Drives
Challenges with USB drives:
Scattered data across multiple locations
Unencrypted borrower data
Highly susceptible to loss, damage or stolen
borrower data
10. Welcome
Method 2: USB Drives
Solutions to USB drive Challenges:
NEVER USE USB DRIVES!!!
12. Welcome
Method 3: Cloud Drives
Challenges of Cloud Sharing Solutions:
Data leakage
Audit policies
Retention policies
13. Welcome
Method 3: Cloud Drives
Solutions to Cloud Sharing Challenges:
Deploy central, company-wide cloud drive solution
Ensure company-wide solution enforces auditing rules
consistent with mortgage compliance standards.
Ensure retention policies keep all files for a minimum of
5 years
14. Welcome
The New Priority #1: Security
Employees Want Easy Access to Borrower
Information Any Place, Anytime, Anywhere
15. Welcome
The New Priority #1: Security
Decision Makers Want Secure, Compliant
Solutions Protecting Borrower Information
16. Welcome
The New Priority #1: Security
Recap—Solutions to Business Challenges:
Deploy policy-based encryption to corporate email
platform
Deploy archiving solution to corporate email platform
Deploy company-wide cloud drive solution that
complies to mortgage compliance standards
18. Welcome
Our Solution: SecureShare
& Secure Email
Strict adherence to mortgage compliance regulations
Easy to manage and use
Setup and managed by a partner you already know
and trust with your PointCentral data
Cost effective
Change: Technology running most organizations is a minimum of 5 years old
File servers
Standard email solutions
Removable media
Safe data: Auditors top priority
Outside sharing: Hot topic among auditors
There are others, but we find our customers use a combination of these three.
Most mortgage professionals are worried about security, but don’t really know what a secure environment means.
Email is easy, fast and reliable—but unsafe.
Easy, fast, reliable
Scanners are cheap, and allow for rapid distribution of information that was once faxed or shipped
Those same attachments very often contain the most sensitive information about our borrowers
We’ve all run into the “max file size reached” errors from our borrowers and lenders
Most sensitive information is contained in the email message or attachment, but anybody is open to viewing it
Data leakage using personal webmail accounts, audits difficult
Auditors more and more want all communications about a loan, not just the Point conversation log
To solve attachment size limit, use a cloud drive app like Dropbox or SecureShare (we’ll show you ours later)
Policy based means the user doesn’t need to specifically mark a message to be encrypted; ours has 650 phrases, for example (show you later)
A lot of compliance is about process, policies and enforcement; this is one of those items
Central, simple, searchable (we’ll show you ours, but there are numerous good players in the market)
Data leakage, like personal webmail accounts
Very, very easy to lose and has completely open borrower data
One of the only easy ways to ensure data is encrypted end-to-end
Most loan officers and processors started using to get files at home or other offices
No limits on file sizes, just the overall container
Same problems as personal webmail and USB drives, when deployed over personal accounts
Most solutions require knowledge of mortgage industry to ensure auditing is enabled—same as PointCentral
Similarly, cloud drive apps need knowledge of industry to ensure files are retained—even when deleted by a user
That’s why they use email, USB drives and personal dropbox accounts in the first place
This WILL NOT go away
Business leaders must answer challenge, not ignore it
Compliance rules are only getting tougher
At direct odds with end users’ needs and wants
Many choices, we’ll show you ours
No USB drives or removable media
1. Secure, compliant, simple
Standard technology, deployed with mortgage rules and regs in mind—not reinventing the wheel
Simple to use, show you real world examples in a moment
Less vendors to manage means more time closing loans
On, or below, industry competitors’ pricing
Pulse is a client service, and life cycle management solution, that automates your customer relationships to increase referrals, production and client loyalty.
Pulse is a client service, and life cycle management solution, that automates your customer relationships to increase referrals, production and client loyalty.