Storing card data electronically in your CRM puts you in the highest-risk PCI compliance category and dramatically increases your exposure to data breaches. Even partial card information stored digitally creates significant liability for your business.
Essential steps to reduce your risk:
1. Remove card data from your CRM immediately
- Delete all stored card numbers, expiration dates, and CVV codes from your digital systems
- Purge card information from customer records, databases, and backup files
- Don't wait - each day you store this data increases your risk and compliance obligations
2. Use proper storage methods if you need customer payment records
- Store on paper only in a locked, secure physical location
- Limit what you store: Customer name, first 6 and last 4 digits of card number, expiration date
- Never store: Full card numbers, CVV codes, PIN numbers, or magnetic stripe data
- Keep paper records in a fireproof safe or locked filing cabinet with restricted access
3. Implement secure alternatives for repeat payments
- Use tokenization through your payment processor's virtual terminal
- Set up recurring billing through your processor instead of storing card data
- Consider automated payment methods that don't require you to store any card information
4. Red flags that increase your risk
- Any card numbers stored in digital customer files or spreadsheets
- CVV codes saved anywhere in your systems
- Card data in email communications or digital notes
- Backup systems that contain historical card information
- Employees with unnecessary access to stored payment data
The bottom line
Electronic card data storage puts you in the most expensive and complex PCI compliance category. Removing this data immediately eliminates most of your compliance burden and drastically reduces breach risk.
Contact your payment processor today to set up tokenization or recurring billing solutions - these let you serve repeat customers without the massive liability of storing their card data.