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Best Practices

Title Agency Partners With Company to Deliver Secure, Encrypted Documents

September 19, 2013

Shortly after the American Land Title Association released its “Title Insurance and Settlement Company Best Practices,” leadership at Knight Barry Title started analyzing their company’s processes.

They quickly noticed a need for stronger protection of non-public personal information (NPI), specifically when sending documents by email. To strengthen email security, the title agency recently partnered with Cliq2Send to securely send emails with encrypted electronic documents to customers. The system allows title companies to create a custom message, enter the recipients and upload/indicate which documents should be encrypted and delivered securely. The email recipients will get a normal email with all sensitive information encrypted securely.

“We have been extremely happy with the level of service provided and the ease of use for our staff,” said Craig Haskins, executive vice president at Knight Barry. “We are currently using this system for 23 offices throughout four states with over 200 employees making use of the secure document delivery.”

Haskins said this service is perfect for helping title companies of all sizes meet the requirements of the third pillar of ALTA’s Best Practices regarding protection of NPI. Sending a message through Cliq2Send is simple, according to Haskins. First, you click on the “Send a Message” button, enter your recipient’s information, a custom subject line and a custom message. Then, upload a PDF, PNG or TIFF documents. Each document will be optimized, converted and encrypted into a PDF document. The system will soon allow for Word, Excel and RTF files to be uploaded as well.

The final step is to define an encryption password for the documents. Users can either call their customer to give them the password, or they can have Cliq2Send email them a password hint in a separate email at no additional charge. According to Cliq2Send, many lenders currently use the later technique, but this software doesn’t require the lender to remember a login or password because they’re asked to answer a question that only people familiar with the transaction would be able to answer. For example, the first two digits of the street name and the first three letters of the homeowners last name.

Cliq2Send's email servers also track the actual delivery and opening of the message by the end client to ensure they got the files. As messages are delivered, Cliq2Send will keep track of all successful deliveries, will delete the documents from its servers and charge the user’s account monthly for actual usage.

For small agencies, there is a low-cost per file and eliminates the need to create their own solution. Currently, Cliq2send is offering a free trial allowing small agencies to send up to 10 secured messages. For large agencies, Cliq2send offers a flat rate for high-volume accounts. They system also can integrate with third-party software and allows for custom branding.

Haskins points out that email threats have evolved over the years. Phishing, spam and junk emails linking to infected websites cause many of today's information security breaches. It's also common for sensitive information and documents to be sent to incorrect email addresses or accounts that are compromised or no longer in control of the intended recipient.

“The Cliq2Send system lets us lock down our documents using technology ensuring that documents we are sending that include NPI will be encrypted and locked down,” Haskins added. “While email is not, and may never be 100 percent protected, we can be sure that at least the sensitive portions of our customers’ information are encrypted and secured.”



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