Sales Solutions

Frequently Asked Questions

Sales leaders can protect proposals and contracts and the sensitive information they contain by using secure file sharing solutions such as encrypting these and other documents in transit and at rest and requiring multi-factor authentication. With multi-factor authentication, sales organizations can ensure that any documents shared are password-protected and that users are authenticated before downloading or viewing documents. Additionally, a secure file sharing solution should have a tracking capability that provides a record of when a document is sent to a customer and when the file was downloaded. The secure file sharing solution should also be able to generate audit logs that show who on the sales team sent a specific file to which customer, and when. Audit logs help sales organizations demonstrate compliance with a variety of different data privacy regulations.

Sales organizations must comply with a range of regulations, including consumer protection and privacy regulations, such as the Health Insurance Portability and Accountability Act (HIPAA), the Gramm-Leach-Bliley Act (GLBA), and the International Traffic in Arms Regulations (ITAR). Regional or national data privacy regulations like the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and the Personal Information Protection and Electronic Documents Act (PIPEDA) must also be taken into account and sales teams need to stay up to date with any changes.

When hosting product demonstrations or meetings over a web conferencing application, sales representatives should use secure networks and require attendees to authenticate their identity. Additionally, any shared devices or equipment should be secured with passwords, and any documents shared should be password-protected and encrypted. For in-person meetings, sales representatives should also ensure that any sensitive data can be remotely wiped or destroyed in the event of a lost or stolen laptop, tablet, or other handheld device containing proprietary information.

In order to ensure regulatory compliance when managing customer contracts, sales organizations should create and adhere to a customer contract management process that defines the rules and procedures for how customer contracts are created, shared, maintained, amended, archived, and destroyed. This process should take into account all applicable data privacy regulations and should be regularly monitored to ensure that sales personnel adhere to the process and standards set out in the policy.

As sales proposals and contracts frequently contain sensitive information like configuration settings, custom pricing, security questionnaires, and other proprietary content, sales organizations should encrypt these documents. TLS 1.2 encryption for emails and files in transit and AES-256 for content at rest are considered the strongest forms of encryption. Encrypting these documents protects them from unauthorized access by attackers or even competitors.