Keeping customer data safe

We take data security very seriously. We expect everyone who has access to our customers' information to take it seriously as well. In fact, as part of the Aetna Producer Agreement, you agreed to take steps to protect the confidentiality of our customers' electronic information, including without limitation, Protected Health Information (PHI) and Personally Identifiable Information (PII).

Today we wanted to share an important reminder about how to protect against security breaches in laptops and other portable electronic devices (e.g., Blackberry, USB drive, etc).

These devices allow you to work while being mobile. However, without proper security practices, they are very susceptible to being lost or stolen. Besides the financial cost of replacing electronic devices, the consequences of a lost or stolen device can include: 

• Loss of customer confidential and sensitive data
• Broker and/or carrier fines and penalties associated with loss of customer data
• Damage to broker and carrier reputation
• Broker and carrier business is jeopardized

Our customer information must be protected at all times and should only be used and/or stored when absolutely necessary.

Encrypting the hard drive of your device is the best way to secure its data.  Encryption tool options are: 

• Windows - BitLocker 
• Mac - FileVault 
• Windows or Mac - TrueCrypt or PGP 

Whether you are in the office or teleworking, follow these steps to protect your laptop: 

• Use a cable-locking device, even if you plan to be away from your desk for only a few minutes   
• Store your laptop in a locked cabinet if you are leaving it for an extended period of time

Keep your device with you at all times. For laptops, do the following:

• Automobiles: Hide it from view (preferably in the trunk) and lock the car.
• Hide the laptop before you leave for your destination. Do not wait until you arrive at the destination to hide the laptop-thieves are known to watch for such activity.
• Do not place the laptop in the trunk of a taxi. Keep the laptop with you throughout the duration of the taxi ride. 
• Hotels: Lock your laptop in the room safe or the hotel's safe (be sure to get a receipt) when you are away from your room.
• If the hotel safe cannot accommodate your laptop, use your cable lock to secure it to a non-moveable fixture (such as a floor or wall anchored light) while the laptop is not in use. 
• Airport: Place your laptop on the conveyor belt as the very last item so you can retrieve it immediately following its security scan 
• While waiting in line or in a lobby, keep the strap of your carry case on your arm or around your leg - do not place the item on the ground 

Record the device's serial number and store it in a safe place, such as your wallet. This will facilitate recovery efforts and identify you as the owner of the device if it is lost or stolen.