Thieves in movies and crime shows depicting life before the Internet are usually seen rummaging through file cabinets and drawers for a particular folder which usually contains the information that could destroy a person, or bring a company down on its knees. That folder is stamped with “CONFIDENTIAL” and you know that if it’s in the wrong hands, there could be big trouble.
Not much has changed today; the only difference is that, instead of a physical folder, sensitive data is stored in our computer networks. This business information is still prone to getting stolen if it is not protected, and when it’s in the wrong hands, it could mean the end for any business.
Securing business data in modern times requires the use of security technology to prevent data breaches. Companies have a responsibility toward their customers in that they are obligated to keep customers’ personal information safe at all times.
This is the reason why many companies have availed of Electronic Records Management services to help them manage and secure their business data. If your company is handling large amounts of data concerning your business processes and your customers, you have better make the move to secure your information in the most effective way possible.
Put as many safeguards in place as possible, including the following:
- Know how you store your business data. You should learn how to identify, classify, transfer, capture, or dispose of your business’ electronic records so that you can develop a plan to defend, secure, and dispose of electronic records.
- Perform security audits. Audit your IT infrastructure on a regular basis so that you can identify which parts are vulnerable and make a plan of action.
- Limit access to sensitive information. Identify the administrators or team leaders who are authorized to view sensitive information. Unusual patterns of activity, or when another user is trying to access the confidential business information, can be detected and tracked through security software. Consider storing information offsite under a cloud provider. Cloud storage also lets companies have access to their backup data in the event of a disaster.
- Update and back up your computer operating systems regularly. Set your systems to receive automatic updates and install security patches as soon as they arrive from the manufacturer. Invest in a good Internet security suite that can protect your computers from virus, spyware, and malware.
- Change account names and default passwords upon installing a program. Reconfigure the program for security to prevent hackers from gaining access to your system.
- Harness the power of encryption. By encrypting data, you can protect the business information stored in your systems, including your customers’ personal and financial information, your employee files, product information, and financial accounts. With a strong and secure encryption technique in place, even if information gets into the wrong hands, it can’t be compromised easily.
- Educate your employees. Most of the time, the problem is not the system, but human error. Some employees tend to take data security for granted and fail to do the necessary security procedures when accessing and sending data. Train your employees in data security to make sure they do not compromise your company’s sensitive information.
Photograph by sqback