Case Study
Enhancing Data Security: Safeguard Customer Information, Limit Access, and Ensuring Auditability
Pain Point
In compliance with company policy and international regulations, the client needed to protect customer information by managing employee access and maintaining a detailed, auditable history of record interactions. They sought an affordable solution in Salesforce without incurring extra costs or depending on third-party add-ons.
The desired solution had to offer extensive reporting capabilities that captured critical details such as the name, department, and role of the employee, along with the precise date and time stamps for every instance of record viewing.
Path to Resolution
- We partnered with key stakeholders and department leaders to evaluate each team's data access requirements and viewing patterns. Company members agreed on the initial list of individuals authorized to view record reporting logs.
- Within the client's solution requirements, we evaluated all standard in-Salesforce solutions that met the primary cost objective.
- We presented a solution to the client, ensuring complete transparency and a mutually agreed-upon implementation process.
- We created a custom Salesforce security and compliance mechanism to monitor record interactions actively. We securely concealed the process and reporting logs, allowing access only to authorized individuals. Throughout our collaboration sessions, the client endorsed our recommendation to incorporate alerts triggered by specific behavior criteria. To ensure scalability, we implemented measures to adjust data monitoring levels as company policies and regulations evolve. To prevent data buildup, we incorporated a data retention tool to remove obsolete history records in compliance with the company retention policy and manual overrides for regional privacy regulations when necessary.
- As the development neared completion, we liaised with internal team members to conduct a User Acceptance Testing (UAT) session, collected feedback, facilitated knowledge transfer of system processes, created pre-deployment communications, and established plans for post-launch monitoring and support.
Success Metrics
This custom Salesforce security and compliance mechanism addressed all of the client's requirements, bringing numerous benefits, including avoiding potential consequences and quickly accessing data:
Regulatory compliance: The tool ensured adherence to company policy and international regulations, reducing the risk of non-compliance penalties, fines, and legal liabilities, damaging the company's reputation and financial stability.
Enhanced data security: The solution provided robust protection for sensitive customer information, decreasing the company's exposure to data breaches and potential lawsuits.
Record retention compliance: The built-in data retention agent and manual override options enabled compliance with the company's retention policy preventing data accumulation and potential violations.
Resource optimization: The seamless integration of the solution improved data management and tracking processes, resulting in enhanced productivity and cost savings by preventing dependence on fee-based add-ons or third-party tools, which could have introduced additional risks for data breaches.
Threat-sensitive alerts: Established specific behavior criteria allow for proactive monitoring and timely response to potential security threats.
Enhanced data-driven decision-making: The extensive reporting features enabled informed, data-driven discussions regarding record security and managing employee access permissions.
The build ensured regulatory compliance, enhanced data security, facilitated record retention compliance, optimized resources, provided threat-sensitive alerts, and enabled efficient and secure data management for the team.
