You have taken pains to digitize all your business documents and paperwork. There are several ongoing projects that you are handling at the moment. In the middle of all of this, the last thing that you want to deal with is a DOT compliance scammer trying to steal your money and damage your reputation.
What Are These DOT Compliance Scammers Up To Anyway?
You will find numerous scammers today posing as legitimate DOT compliance service providers and companies. These enterprises or individuals if you will, try to sign you up for their services and/or newsletters and ask you to pay up an amount upfront. Some of them might be a lot more aggressive with their approach. They would encourage you constantly to sign up for their services and would repeatedly warn of negative consequences if you fail to do so. There have been complaints about DOT compliance scams perpetrated by companies that downright threaten motor carriers and transport companies in very clear words that their licenses and permits will be canceled or revoked if they do not choose their services and make a payment immediately.
All of this could be very disturbing and could create an unnecessary situation of panic in your company. The best way to protect yourself and your company data from falling prey to these DOT compliance scam groups is to become aware of their unethical practices. Also, the following section talks about a few ways to protect your business and your critical data from these scammers. Let’s begin:
1. Learn To Encrypt All Your Company Data
The first thing that you should do is learn how to encrypt all your company data within your computer systems. Install the necessary firewalls and antivirus software wherever necessary. Keep your databases well encrypted and make sure to apply at least two layers of security on every document and folder that is critical for your business. Back up your business data onto the cloud regularly. You will also have to make sure that anyone accessing that data has the prerequisite authority to do so in the first place.
2. Do Not Save Or Share Your Passwords
It is never advised to store or save your passwords on multiple devices such as your smartphones, calling tablets, or even your personal computer. Also, it is never a good idea to share your passwords with anyone. Make sure that your password is a long mixture of alphanumeric characters and also some special characters and symbols to make it undecipherable for anyone whether at work or outside.
3. Limit Your File-Sharing Platforms
Another way to avoid any DOT compliance scam groups from accessing your critical business data is to come up with a strict company-wide file-sharing policy. You will have to implement the same across your divisions and departments and will have to educate your employees, associates, and workers about the same. Limit your file-sharing platforms to a few and direct your workers and employees to avoid sharing critical business data without prior permission. You will also have to make sure that the authority to share critical business information and details only rests with a few individuals across your company. In case somebody shares company information with an outsider or a DOT compliance facilitator, the same should be reported to the department head or the manager in charge on time.
4. Keep Your Financial Data Hidden And Separate
You should never disclose your financial information to anyone posing as a DOT compliance legit group or a third-party administrator. It is advised to use a dedicated workstation and a separate computer for all your financial activities such as banking transactions, inventory purchase, payroll, sales and purchase of equipment, payments, reimbursements to your vendors and logistics partners, and the like. Anyone authorized to share your financial information must seek approval from all the stakeholders in your company before that information goes out to any third party, especially outside your organization.
5. Remember To Inquire Who Is Asking
You will also get direct requests from DOT compliance facilitators on the internet asking you to provide them with company-related information and your banking details as well. This could also include your debit card or credit card number in addition to the one-time password that you may receive on your registered email ID or the linked mobile number. You are never supposed to communicate the same information to any outsider under any circumstances. Your tax ID number, account number, password information, or any kind of login detail should be kept completely confidential at all costs.
6. Stop Phishing Emails
phishing emails are a big threat. These emails are particularly designed to gather your company information and some of them can even disrupt the functioning of your malware protection software. These emails are also quite believable because they are often in the form of questionnaires and also contain dangerous links that can easily install malicious software in your computer systems. They can access your personal information without you having to divulge much of it in the first place.
7. Protect Your Computer Systems With Biometric Authentication
Think about protecting your computer systems and servers with the right biometric authentication measures. These allow you to protect your company data from unauthorized access. If there has been any suspicious activity, these tools can send out a notification to all the major stakeholders and your in-house cyber security team as well. You must also update these software tools regularly to keep them fast and functioning. Keep your employees in the loop about how to use them to maximize the security of your company data.
In The End
These measures are going to help you prevent any potential data theft and breaches. You can prevent potential frauds from ruining your company’s reputation with the help of these tips. Remember, DOT compliance scams are rampant these days. It is always better to associate with a third-party administrator to do the needful and keep your business compliant throughout the year.