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Five Ways to Ensure Your Company’s Data Is Safe

January 28, 2019 No Comments

Featured article by Susan Melony, Independent Technology Author

Depositphotos 189586768 l 2015 300x200 Five Ways to Ensure Your Company’s Data Is Safe

Technology has made business a lot easier in many ways. It has enabled us to store information virtually, so there’s no need for massive filing cabinets filled with paper, and it makes it easy for us to email colleagues and customers in an instant. However, all that increased productivity does come at a cost.

Working with technology automatically means your company’s data could be at risk. From company processes to employee information and customer payment info, there’s a lot of stuff cyber thieves would love to get their hands on.

Don’t let the fear of compromised data make you go back to the stone age of paper mail and filing cabinets! There are many ways you can ensure your company’s data is safe.

Utilize a Unified System of Cataloging Data

All paper files used to be kept in the same filing cabinet. You might have to dig through the drawers to find what you’re looking for, but at least you knew you were in the right ballpark. With today’s tech, your company’s information could be located across different platforms, and when keeping track of your data is difficult, it’s a lot easier for it to be compromised.

Instead, keep everything catalogued in a central location with Unifi software. With a unified data platform that keeps everything catalogued in the same place, you can keep a closer eye on your data’s security without wasting time hunting it down.

Take Control of Your Employees’ Use of the Internet

Many times, it’s the actions of employees that leave your company open to data leaks. They almost never do it on purpose. Their daily activities require them to use internet-based systems that can put your information at risk.

Keep things secure by taking control of your employees’ use of the internet and the systems they use. That can include:

- Enable a firewall to keep outsiders from accessing company data on your private networks.
- Secure Wi-Fi networks by encrypting data, follow password best practices, and don’t broadcast your network name to surrounding locations.
- Limit employee access to data and information by only enabling them to access systems that are vital to their duties.
- Only specific employees should be allowed to install software with permission from company leaders.

Backup Important Data

When there is a data breach, a lot of things have to happen in order to re-secure your systems. That can sometimes mean purging them, which means important information can be lost. That’s why it’s so important to back up your data.

All critical data should be backed up on a regular basis. That includes word processing documents, electronic spreadsheets, company databases, financial documents, human resource files, invoice documents, and anything else that would be a travesty if it was lost.

One of the best ways to back up your data is to use the cloud, but you can also store important information on external hard drives and network attached storage.

Update Often

Updating devices and systems is important to us all, but it is especially important to businesses. Not only does it ensure your systems run smoothly, it also ensures they are secure.

Set up your systems to perform updates regularly. That includes updates to security software, web browsers, operating systems, and other programs on your computer. Make a plan to update regularly and you can provide your company with greater defenses against viruses, malware, and other online threats.

Updates should also include antivirus scans and cleaning your computer. Computers that are used regularly can easily get bogged down by programs and downloads that can compromise security and efficiency.

Don’t Forget About Mobile

When you think of keeping your company’s data safe, you probably think about your computer systems, but desktop and laptop computers aren’t the only ways employees access company information.

Employees regularly work using their mobile devices, which means you have to protect your data on smartphones too.

It is important to have a clear policy on device usage when accessing company programs and information. That includes being specific about what kinds of devices are allowed, requiring strong passwords to access information, and developing an action plan for stolen or lost devices. Then, make sure employees are regularly updated and reminded of these expectations.

Don’t let using technology in your business make you lose sleep at night worrying that important information could be stolen. Take the steps necessary to protect your company’s data with the ideas on this list and your customers, clients, and employees will thank you.



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