Managing retirement data isn’t just about crunching numbers. It’s also about guarding a vault of highly sensitive information, such as your clients’ names and social security numbers. But let’s face it: data security threats are persistent in today’s cyber jungle, especially in the retirement industry, where retirees are in the crosshairs as they may be considered low-risk targets.
According to research by the National Cyber Security Alliance, more than 70% of cyberattacks target small or medium-sized businesses, and 60% of those attacked went out of business within six months. This indicates the need for robust data security measures to protect the integrity of retirement plan management.
So how do you, as a recordkeeper, secure the trust your clients place in you while navigating today’s complex data structures? Let’s find out!
The Role of Recordkeepers in Maintaining Data Security
The role of a retirement recordkeeper goes beyond basic recordkeeping goals such as financial wellness, technology, and personalized advice solutions. They play a pivotal role in safeguarding the financial futures of retirement account holders from ever-evolving cyber threats. Since they manage the data of thousands of 401(k) participants, they are a convenient target for cybercriminals, who have access to assets amounting to trillions of dollars.
To combat cyber risks in retirement plan management, the Department of Labor (DOL) provides a framework for plan sponsors to act as prudent fiduciaries. Their primary duty is to protect participant assets in the same way they’d guard their own organization. This can be done in several ways, such as building up internal expertise or hiring external cybersecurity experts. Regardless of how they do it, sponsors are still responsible for securing their data and running all security measures smoothly.
Key Data Security Challenges in Retirement Recordkeeping
One of the main problems of the DOL’s fiduciary framework is that it does not address accountability for third-party service providers like recordkeepers. As a result, plan sponsors are entirely responsible for preventing data breaches. However, under the Employee Retirement Income Security Act (ERISA), fiduciary liability can be extended to other parties if they’re known to exercise control over plan assets during a cybersecurity breach.
This is a primary challenge for plan sponsors as they take the burden for non-compliance issues or goodwill loss due to a cyber attack. But recordkeepers that do manage plan assets still face an array of data security challenges, such as:
Cyber Threats
According to the FBI IC3, roughly $3.4 billion in total fraud losses were reported by Americans over age 60 in 2023, phishing attacks being a major contributor to this number. Sophisticated cyber threats like phishing scams, ransomware, and data breaches targeting recordkeeping systems can compromise participant data. For example, a plan administrator’s email might be spoofed, tricking employees into sharing their login credentials or personal details.
Third-party Risks
Collaborating with vendors and service providers may introduce new cyber risks through shared access points and external systems. For instance, vendors offering cloud services or payroll integration may introduce weak spots in the security chain, exposing participants’ data to cyber criminals.
Insider Threats
Whether accidental or intentional, data leaks by employees or contractors remain a significant concern, for example, a staff member might download highly sensitive participant information onto an unsecured personal device, increasing the risks of theft or unauthorized use.
Legacy Systems
Older systems may need more updates to combat modern cyber threats, allowing hackers to breach legacy databases that manage retirement accounts efficiently. For example, outdated systems may not support multi-factor authentication (MFA), enabling hackers to breach participant data with stolen credentials.
Regulatory Compliance
Recordkeepers must comply with relevant regulations, such as the GDPR, HIPAA, ERISA, and the Gramm-Leach-Bliley Act (GLBA). Failure to comply with these regulations will result in hefty fines. For instance, a recordkeeper storing participant data without adequate encryption may face penalties for not meeting encryption mandates under state privacy laws.
Data Security Best Practices for Retirement Recordkeepers
Here are some of the best practices recordkeepers can follow to effectively manage the data security of 401(k) account holders:
- Technology adoption: Unlike legacy systems, modern cloud-based solutions can offer robust security features like multi-factor authentication, advanced encryption, and access controls to safeguard sensitive data. Implementing Artificial Intelligence and Machine Learning technologies can also improve fraud detection, protecting recordkeepers and participants from cyber attacks.
- Employee training: Employees are vulnerable to human errors, which accounts for 95% of cyberattacks. Conducting training and awareness programs for them can minimize such errors and keep them informed of various phishing and ransomware attacks, arming them with the knowledge and skills they need to combat sudden data breaches.
- Regular risk assessments: Regular risk assessments will help recordkeepers identify and immediately address potential vulnerabilities in data management systems. Due diligence on third-party service providers and implementing clear data protection agreements also help reduce security risks.
- Incident response plans: Implementing clear response protocols, such as notification procedures, can help affected participants tackle data breaches and their consequences.
- Third-party partnerships: Recordkeepers can partner with reputable and reliable third-party vendors for secure recordkeeping solutions. Partners like Congruent Solutions can provide additional layers of protection, offer threat detection services, and ensure compliance with industry regulations.
Staying Ahead of Data Security Concerns With Congruent
The stakes of data security in retirement have never been higher as cyber threats are evolving continuously. Navigating data security requires awareness from recordkeepers – it also demands constant action since they have the fiduciary responsibility of protecting participant data from cyber attacks, not just to protect their assets, but to uphold trust. To achieve these, CORE’s secure, cloud-based infrastructure makes it the ultimate solution for retirement plan recordkeeping. Its intelligent automation, self-service capabilities, and other features offer unmatched efficiency and recordkeeping security. To know more about what CORE can do, contact us today!
