Brokers rarely work from one desk. Applications get finished at home at night, documents get collected at a client’s kitchen table, and calls to lenders happen from the car. That flexibility is part of the job. The aim is to keep identity documents, payslips and bank statements protected wherever the work happens.
Where client documents usually end up
- Email attachments sitting in inboxes for years
- The Downloads folder on a home computer
- Photos on a personal phone
- Printed copies at home
- Messaging apps used to send documents quickly
Each of these is a copy that is hard to track or delete later.
Keep documents in one place
Store client documents in one system, such as your CRM or aggregator platform, or SharePoint and OneDrive in Microsoft 365. Ask clients to upload documents through a secure portal rather than emailing them.
Once a document is saved in the right place, delete the email attachment and the downloaded copy, so there is only one version to protect.
Use managed work devices
A work laptop and phone managed by the business can have security settings applied, updates installed automatically and encryption switched on. If a device is lost or stolen, it can be locked or wiped remotely. A personal computer shared with the family cannot offer that.
If brokers use their own phones for work, mobile device management can keep work apps and data separate, so only the work data needs to be removed when someone leaves.
Secure the connection
- Avoid public Wi-Fi for client work, and use a phone hotspot instead
- Change the default password on the home router and keep its software updated
- Use multi-factor authentication on email and every portal
Cloud PCs for brokers and processing staff
For brokers and support staff who work from several places, a Cloud PC keeps everything in one secure Windows desktop in Australian data centres. Staff connect from any Windows or Mac computer, and copy and paste, USB drives and websites can be restricted so documents stay inside the business. Find out more about Cloud PCs.
Printing, photos and paper
- Print only when necessary, and shred copies once the file is complete
- Use your portal’s upload tool instead of photographing documents on a personal phone
- Keep any paper files in a locked drawer at home
When a broker leaves
Remove email and portal access on the day they leave, collect their work devices, and keep their mailbox and files with the business. That protects your clients and keeps the correspondence you may need later.
For the security basics behind all of this, see Cyber security for mortgage brokers: the basics in plain English.
How Digitek helps
Digitek IT sets up Microsoft 365, managed laptops and phones, multi-factor authentication and Cloud PCs for broking offices, so your brokers can work wherever they meet clients and documents stay with the business.
Find out more about our IT support for brokers, or call 02 4504 8643.
