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How To Secure Your Data With A Remote Workforce

April 9, 2019 No Comments

Featured article by Peter McAllister, Marketing Enthusiast and Independent Technology Author

Times are changing. We can see it everywhere. More freedom and choice exists now in how you run your business. Remote working can be an excellent change. Employees have a new sense of freedom while you cut down on the costs that come from running an office.

Although you may trust your employees, there is one risk present when it comes to remote working: data security. If strict procedures aren’t followed, there’s the possibility of data breaches. That’s not something anyone wants to contend with.

However, with some simple planning, following the tips given below, you’ll be able to minimise the risk and reap the rewards of remote working.

Physical Documents – Procedure

I bet that when you started reading this article, you were thinking mainly about online security. With so much of business and day-to-day life happening online, it can be easy to forget about keeping physical documents secure and under wraps.

With any type of document, it’s important to keep security high on your priority list. This can be easier if you have a system in place for tracking who has your documents; what they have these documents for; and how long they’ve been signed out.

Be sure to run courses for your employees, to educate them on your system and make sure that they sign an agreement to follow the security procedures that you put in place.

Ensure Privacy With Online Connections

Cloud file sharing and email have dramatically changed the way we do business. However, it has meant that privacy in online connections is extremely important, even more so if you have a remote workforce.

Using VPNs (Virtual Private Networks) will make sure that your data is encrypted, which is especially valuable when your employees are using their laptops away from the company network and on their own broadband.

Check and compare the benefits of different VPN software, like Trust Zone, using online reviews before committing, to make sure that you’re getting the right software for your business.

Use Of Company Email For Remote Workers

You should be very careful about company email addresses and security. Do all of your employees actually need their own company email address? This is an important question to ask, particularly if your employees are working remotely.

You should also examine your company email system for what security measures are in place. What is going to protect you from data breaches? How do your employees access their emails? If it’s through something like webmail, then that comes with its own security weaknesses.

Make sure that your employees know to only use the email address for work purposes and that past employee email accounts are deactivated, not left open.

Security Of Company IT Equipment

IT equipment is a valuable asset to any business – so make sure you care for yours!

Ensure that any company-owned IT equipment is accounted for, logged out when in use and, most importantly, has its software updated regularly. This is particularly important to make sure security software is up to date.

A remote worker having a PC is no excuse to let digital security practice become slack.

Ensure Procedures Outlaw Weak File Sharing Practices

Although using a remote workforce means your employees aren’t in a traditional office setup, the good practice you would expect in that environment should be no different. Your high data security protocol should be maintained regardless of how you decide to run your business.

None of your employees should be using insecure file sharing practices such as Dropbox, Gmail or messenger services.


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