Key features of a secure CRM system

1. data encryption

Data encryption is one of the basic security features that protects information from unauthorized access.

• Encryption in transit: Data sent between the server and the user should be encrypted using protocols such as SSL/TLS.
• Encryption at rest: Data stored on servers should be encrypted, ensuring that it is protected even if the storage media is physically stolen.

2. access control

Effective management of user privileges is key to CRM system security.

• Authorization and authentication: the system should use advanced authentication methods such as two-factor authentication (2FA) and role-based authentication (RBAC) to effectively protect the CRM database.
• Specific permissions: Ability to assign specific permissions for different users and roles in the organization.

3. audit and monitoring

Regular monitoring and auditing of online CRM activity allows you to detect and respond to potential threats.

• Logging: The system should record all relevant user activities, such as logins, data modifications, and access attempts.
• Real-time monitoring: Real-time system monitoring tools that detect suspicious activity and alert administrators immediately.

4. data backup and recovery

The CRM system should have mechanisms for regular backup and recovery procedures.

• Automatic backups: Regular, automatic data backups.
• Disaster recovery plan: Documentation and procedures for recovering data in the event of a system failure or cyber attack.

5 Regulatory compliance

The CRM system should comply with applicable data protection regulations.

• RODO (GDPR): Features to comply with RODO, such as the right to be forgotten and the right to data portability.
• Local regulations: Compliance with local data protection regulations, which may vary from country to country.

6. mobile device management

Today’s CRM systems are often used on mobile devices, which creates additional security challenges.

• Mobile Device Management (MDM): Tools to manage and secure mobile devices used to access CRM.
• Encryption of mobile data: Encryption of data stored on mobile devices.

Examples of security functions in a CRM system

Example 1: Encryption in transit and at rest

• Encryption in Transit: All data sent between the user’s browser and the CRM server is protected using SSL/TLS protocols. This means that the data is encrypted, making it impossible for unauthorized parties to intercept it.
• Encryption at rest: Data stored on CRM servers is encrypted using advanced encryption algorithms to ensure that it is protected even if the data storage media is physically stolen.

Example 2: Two-factor authentication (2FA)

• Additional security: Two-factor authentication requires users to enter two different elements to log in to the CRM system – for example, a password and a one-time code sent to a cell phone.
• Enhanced security: Implementing 2FA greatly increases security, because even if someone gets hold of a user’s password, they won’t be able to log in without a second authentication element.

Example 3: Granular user permissions

• Different levels of access: The CRM system allows specific permissions to be assigned to users depending on their role in the company. For example, sales staff may only have access to customer data, while administrators have full access to all system functions.
• Risk minimization: With granular authorizations, the risk of accidental or intentional data security breaches is minimized.

Example 4: Auditing and monitoring

• Activity logging: All relevant activities in the system, such as logins, data edits and access attempts, are recorded in audit logs.
• Anomaly monitoring: Real-time system monitoring tools can detect and report suspicious activity, such as multiple failed login attempts, allowing for quick response and prevention of potential threats.

Example 5: Compliance with RODO (GDPR).

• User rights: The CRM system includes features to meet the requirements of the RODO, such as the right to be forgotten, which allows users to request that their personal data be deleted from the system, and the right to data portability, which allows data to be easily exported in standard formats.
• Compliance reporting: Reporting tools that help companies prove compliance with the RODO in the event of an audit, providing full transparency and control over personal data processing.

Example 6: Mobile Device Management (MDM).

• Device Management: MDM tools allow you to manage and secure mobile devices that access your CRM system, through features such as remote data wiping in the event of device loss or theft.
• Mobile data encryption: Data stored on mobile devices is encrypted, ensuring its protection even if the device is physically stolen.

Choose wisely, choose safely

Selecting and implementing a secure CRM system is key to protecting customer data and ensuring regulatory compliance. Key features to look out for include data encryption, access control, auditing and monitoring, data backup and recovery, regulatory compliance, and mobile device management.

Examples of security features, such as encryption in transit, two-factor authentication, granular permissions, activity auditing, RODO compliance and mobile device management, can significantly improve the security of a CRM system. Careful consideration of these aspects ensures that the CRM system will not only be functional, but also resilient to threats, which will contribute to the success and stability of the company in the long run.