Any entrepreneur will give the first or second customer special treatment and record protection. When a business rapidly builds, however, it is easy to lose track of customer interests in a pursuit for profits and quality control.
Don't lose sight of the need for your clients' security, however. Organize their personal information in a filing system that helps to keep information secure from online or in-house access and theft.
1. Start early in your home business organization to secure client information. Set up individual files for each customer with clear contact information and coordinating business records. You may want to arrange these alphabetically by the company's name, or you might prefer using a geographical system by region. However you do it, make sure you know how to find a client's file when it is needed to avoid misplacing or losing vital data.
2. Store files in a fireproof file cabinet or safe. In case of a house fire, you won't lose valuable information. Lock the cabinet or safe each night to prevent others from accessing this confidential information. In addition, keep the storage unit out of casual view in the event a burglar should break in and steal valuables. A closet or basement shelf might work just fine. Although anyone could access those areas easily enough, it is unlikely a thief will take time to do so. You might even want to throw an old blanket over the storage unit at night. When you go away on vacation or a business trip, consider installing a security system or moving the files to a safer location that someone can monitor for you.
3. Code client information to keep it secure from other people's view or use. For example, whether using online disk or hard drive storage, or print files, you may want to use a device or manually blacken the person's street address or telephone number. Of special note is the customer's credit card number or social security identification. Post these in the file in such a way that no one can readily pick them out and use them.
4. Don't leave invoices, receipts, or other sensitive financial information laying out for someone else to see. Keep these items under lock and key, and don't let them lay on your desk or elsewhere when neighbors or service workers come to your home to do work. Limit the number of times and ways in which you collect this information, and store it in a centralized area that can be monitored and protected.
5. Keep documents filed and update records periodically. It's easy to lose track of important information when your business hits a rush period or an unexpected emergency occurs. When losing electricity or cleaning a basement flood, for example, valuable documents can become misplaced, damaged, or lost. Store everything in its place and don't let filing pile up.
Record keeping may not be the most dynamic part of a home business, but it remains a critical component of becoming a responsible professional who protects customers' sensitive details. Building trust will help you win client respect, and that can lead to repeat business.
