For years, businesses and governments have worked to secure customers’ and taxpayers’ information, and for decades cyber thugs have continued to wage war on electronic storage systems. The COVID-19 pandemic proved that thieves never let a good panic go to waste. Throughout 2020, many people suffered at the hands of people lacking moral integrity who only wanted to take advantage of unsuspecting individuals. In all of this, the good news is that technology and professional storage services have made it possible for businesses to keep their clients’ information secure. Even so, as a sole proprietor, limited liability company, or corporation in Jacksonville, Florida, it is up to you to ensure all confidential records are properly secured.
4 Highlights of the Florida Information Act
To aid consumers and businesses alike, the State of Florida put the Florida Information Act in place. All companies should familiarize themselves with this Act. Here are four highlights to get you started:
- Definitions: The Act defines the different parties and actions within this law, which should help you better understand what the law protects. Here are just a few:
- Breach of Security: This is any “unauthorized access of data in electronic form containing personal information.” However, good faith access by employees or a company’s agents does not fall in this category.
- Covered Entity: These covered entities include “sole proprietorship, partnership, corporation, trust, estate, cooperative, association, or other commercial entity.” If you are a one-person shop with consumer data, you might be a covered entity.
- Personal Information: This is the big one that can get many businesses without proper security measures in place, into deep trouble. Here are the items that are considered personal information in this Act:
- Individual’s first name or first initial and last name, and
- Social security number
- Driver’s license, identification card number, passport number, military identification number
- Financial account number, credit card number, debit card number, and their codes to access their accounts
- Medical history
- Health insurance policy number
- User name, e-mail address, passwords, and security questions
- Storage Requirements: Reasonable measures to protect and secure data. This goes for covered entities, governmental entities, and third-party agents.
- Notice of Security Breach: A covered entity must give notice of any breach when it affects 500 or more individuals within the State of Florida. There is much more to this compliance requirement. It is a good idea to become familiar with this section of the Act.
- Document Destruction Requirement: When it comes to destroying documents, companies or their third-party agents must “take all reasonable measures to dispose, or arrange for disposal, of customer records containing personal information.” These records can be shredded, erased, or use other methods of modifying the contained information. Having a professional records management company comes in handy for this aspect of the Act.
Adhere to Florida’s Information Protection Act: Get Help from Crown Information Management
Ensure you handle your customers’ personal information as set out in the Florida Information Protection Act with help from Crown Information Management. We have the certifications and experience you can depend on to protect and destroy records and files to help you stay in compliance. We offer records management services in our secure, pest-free facility, on-site document destruction, and much more.
For assistance adhering to information protection law, count on a SOC1 Level 2 Report,NAID AAA, and PCI Certified company. Call Crown Information Management at 800-979-9545 or contact us online to learn more about our document storage and shredding services.