Protecting business information in SAM requires multiple security layers including notarization for new registrations, strict role-based access controls, and regular data audits. Organizations should implement immediate credential revocation when staff changes occur, utilize encryption for sensitive data transmission, and maintain thorough audit trails. Regular reviews of entity information guarantee compliance with federal standards while preventing unauthorized access. SAM’s Entity Roles framework provides essential structure for assigning appropriate access permissions to designated personnel.
Security Measures to Safeguard Your SAM Registration
Numerous security protocols have been implemented to protect the System for Award Management (SAM) registration process from unauthorized access and fraudulent activities. Among these, notarization requirements represent a critical safeguard, requiring new entities to submit originally signed and notarized letters to verify administrator legitimacy.
The registration process now includes multiple verification layers to combat third-party fraud. Entity Administrator roles undergo strict controls through the notarization process, with physical documentation mailed to the Federal Service Desk before account activation. This deliberate verification creates longer timelines but guarantees greater security. Procurement officials are obligated to protect SAM information from unauthorized disclosure while processing contractor registrations.
Additional protections include audit trails, multi-factor authentication, and explicit prohibitions against fraudulent submissions. Regular security audits help identify vulnerabilities and ensure compliance with evolving data protection regulations. These measures form part of a thorough framework designed to maintain system integrity while protecting sensitive business information throughout the SAM registration lifecycle.
Data Privacy Best Practices for Entity Administrators
Safeguarding sensitive information within the System for Award Management (SAM) requires Entity Administrators to implement extensive data privacy practices. Administrators should establish role-based access controls, limiting data visibility only to authorized personnel with legitimate need-to-know requirements.
When transmitting sensitive information, data encryption must be employed to prevent unauthorized access. Regular SAM information reviews are essential for maintaining eligibility for federal contracts and preventing administrative delays in processing. Registration errors can occur in approximately 20% of profiles, potentially resulting in businesses being overlooked for valuable contract opportunities.
Entity Administrators must follow these critical practices:
- Review data accuracy every 3-6 months
- Implement immediate role revocation when staff members change positions
- Guarantee real-time updates for core business details
- Prohibit third-party sharing without contractual agreements
- Complete mandatory privacy training for all users accessing restricted data
Regular monitoring of submission statuses post-update confirms registration validity and maintains compliance with FAR/CFR requirements.
Administrators should leverage SAM.gov user guides for implementing secure data practices across their organizations.
Compliance with federal standards is crucial for maintaining a strong cybersecurity posture and reducing the risk of potential data breaches that could compromise sensitive business information.
Monitoring and Managing Access to Your Business Records
Establishing a robust monitoring system for your business records in SAM requires vigilant oversight and structured access management protocols.
Vigilant oversight and structured protocols form the cornerstone of effective SAM record monitoring.
Entity administrators should regularly review who has access to company information and what role permissions have been assigned to each user.
SAM’s Entity Roles framework allows businesses to designate specific personnel with appropriate access levels based on their functional needs.
Implementing data-sharing agreements with partners can establish clear boundaries and expectations for how your SAM information will be accessed and used.
Administrators should:
- Conduct quarterly audits of all users with access to your SAM profile
- Immediately revoke credentials when staff members change positions or leave
- Limit sensitive information access to essential personnel only
- Review the audit trails to track who has viewed or modified records
This structured approach to access management helps prevent unauthorized information disclosure while maintaining compliance with federal registration requirements.
Frequently Asked Questions
How Long Is My Registration Information Retained After Deactivation?
SAM.gov does not specify a concrete registration duration or data retention timeline after deactivation. Entities should contact SAM.gov directly for specific information regarding how long their registration information remains in the system after deactivation.
Can Competitors See My Financial Data Through SAM?
Competitors cannot view detailed financial data through SAM.gov. The system maintains financial data privacy by only displaying basic registration information while restricting sensitive banking details to authorized government personnel with appropriate access credentials.
Are Subcontractor Details Visible to the Public?
Subcontractor details are generally not visible to the public through SAM. The system maintains subcontractor privacy while allowing government access, striking a balance between regulatory compliance and protection from broad public visibility.
What Happens if My Duns/Uei Provider Experiences a Breach?
If a UEI provider experiences a data breach, affected entities must implement security measures including immediate federal notification within required timeframes, UEI revalidation through SAM.gov, and following prescribed post-breach remediation protocols to restore system integrity.
Does SAM Share Registration Information With State-Level Procurement Systems?
SAM.gov does not explicitly indicate sharing registration information with state-level procurement systems. While SAM maintains federal registration privacy standards, direct integration with state procurement databases would require specific data-sharing agreements not outlined in documentation.