By KTA Management |

The following flow is describing how the law firm of Kan-Tor and Acco (KTA) secures clients’ Personal Information (PII) from receipt through storage and processing to eventual exit. This process involves secure email and website communication, Office 365 SharePoint for storage, and Zoho CRM for client management.

Step 1: PII Receipt and Verification

1.1 Clients submit PII via secure email or the firm’s secure website.
1.2 Verify the security of client communication (e.g., encryption, secure web forms).
1.3 Incoming PII is reviewed for completeness and accuracy.

Step 2: Data Entry into Zoho CRM

2.1 PII is manually entered into Zoho CRM, which is a secure client management system.
2.2 Access to the Zoho CRM system is protected through strong authentication and role-based permissions.
2.3 Data is logged, and audit trails are maintained for changes and access.

Step 3: Data Transfer to KTA Systems

3.1 Implement APIs or integration tools to securely transfer PII data from Zoho CRM to KTA systems.
3.2 Utilize encrypted connections to ensure data in transit is protected.

Step 4: KTA System Processing

4.1 Within the KTA system, PII undergoes various stages of processing for immigration purposes.
4.2 Role-based access controls ensure only authorized personnel can access and process PII.
4.3 Implement encryption for data at rest and in transit within the KTA system.
4.4 Regularly audit and monitor activities within the KTA system to detect and prevent unauthorized access.

Step 5: Document Management with Office 365 SharePoint

5.1 Documents and data are securely stored in Office 365 SharePoint, a cloud-based platform.
5.2 Utilize SharePoint document libraries with access permissions to restrict access to authorized staff.
5.3 Enable version control and maintain audit trails to track document changes and access history.

Step 6: Collaboration and Communication

6.1 Use Office 365 for secure collaboration and communication within the law firm.
6.2 SharePoint Online and OneDrive for Business facilitate secure document sharing and collaboration.
6.3 Staff is educated on best practices for sharing files and communicating securely.

Step 7: Secure Communication with Government Agencies

7.1 When communicating with immigration authorities or other government agencies, use secure channels.
7.2 Adhere to agency-specific security and compliance requirements.

Step 8: Data Retention and Deletion

8.1 Develop and enforce data retention policies aligned with relevant regulations.
8.2 Implement procedures for securely deleting client data when it’s no longer needed.

Step 9: Training and Awareness

9.1 Regularly train employees on data security, privacy regulations, and best practices.
9.2 Promote a culture of security awareness and encourage reporting of security incidents.

Step 10: Compliance and Auditing

10.1 Regularly review and update security policies to remain compliant with relevant laws and regulations.
10.2 Conduct periodic security audits and assessments to identify and mitigate vulnerabilities.

Step 11: Incident Response Plan

11.1 Develop and maintain a comprehensive incident response plan to address potential data breaches and security incidents.

Step 12: Encryption and Data Loss Prevention

12.1 Implement encryption and data loss prevention tools to protect PII from unauthorized access or accidental exposure.

Step 13: Exit of PII from KTA System

13.1 When client cases are concluded, archive or securely delete PII based on the retention policy.

Step 14: Data Destruction

14.1 Securely destroy physical and electronic copies of PII when it’s no longer required.

Step 15: Continuous Improvement

15.1 Continuously monitor and adapt security measures to stay up-to-date with evolving threats and regulatory changes.
The described steps represent a comprehensive approach to safeguarding clients’ PII in the KTA system, but it’s essential to consult with legal and cybersecurity experts to ensure full compliance with specific regulations and legal requirements for immigration processing.