Janie,

We instituted a cell-phone free zone earlier this year for the vendor we hired to perform scanning of our insurance policy application files. Because of the highly sensitive nature of the information in life insurance application files, we couldn't take the risk of the vendor's staff copying the documents using their cell phones.

When we built out their work area, we placed lockers outside the scanning room for storage of their personal belongings. No personal items are allowed into the secured scanning room. As a secondary precaution, we installed video cameras that also monitor the area to ensure unauthorized photocopying or hand-copying of the information from the files doesn't occur.

It sounds crazy, but we couldn't get compliance signoff for the vendor to perform this work without these precautions. 

Mary Frances Janicik, CRM 
Assistant Vice President 
MassMutual Financial Group 
U.S. Insurance Group, Document Management Services 
Mailing Address: 1295 State Street, W360, Springfield, MA 01111 
Toll Free: 800-767-1000, Ext. 46075 
Direct: 413-744-6075 
Fax: 866-329-4527 
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MassMutual. We'll help you get there.SM 
MassMutual Financial Group is a marketing name for Massachusetts Mutual Life Insurance Company (MassMutual) and its affiliated companies and sales representatives.






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