How do I count records for a cyber insurance form?

What exactly does the form ask?

These are the forms' own words, with the form and page each comes from.

Do you collect, store, host, process, control, use or share any private or sensitive information, including employee information, in either paper or electronic form?

What is the approximate number of unique individuals for whom the Applicant, or a third party on the Applicant's behalf, collects, stores, or processes any amount of personal information as outlined in Question 1?

Please provide the approximate number of unique individuals that you collect, store and/or process personally identifiable information from, whether on your own systems or with third parties:

What does it mean for a small firm?

A record is a person, not a file. Former clients still count while you hold their information. One form includes paper.

How do I answer it truthfully?

Take the number of contacts in your practice, client or accounting system, add staff past and present, and remove people counted twice. An honest estimate is what the forms ask for.

Can an outside reading check this?

An outside reading cannot see what you hold. Nothing inside your network, your devices or your accounts can be seen from outside, so this cannot be checked that way. Only your own settings and records can show it.

Which questions sit next to this one?

• Encryption
• Privacy policy and retention