Keeping data secure is integral for any business, as this is the only way that potentially sensitive information can be protected from loss, damage, or theft, which could result in terrible consequences for those involved.
There are lots of different types of data that businesses may store, including customer information, financial details, sales figures, and employee records, all of which should not be seen by anyone who is not directly involved with the relevant part of the business.
Data protection legislation
Data is usually one of the most important assets of any business, especially information such as customer records which could be used by competitors, but businesses can also get into trouble if their data is not kept securely in line with data protection rules and legislation.
If data protection legislation is not upheld in a business, they could face legal action, which will cost them a lot of money, and damage their reputation, so it is not worth the risk to cut corners when it comes to storing data safely.
In order to keep track of how data is being stored within a business, a list should be made of which types of data are being stored where, who has access to them, and whether any of these could potentially be under threat.
Data security and your employees
For example, if any data is being stored using a service like Dropbox, who has access to the account and could possibly amend or delete details? Employees should always be fully trained to understand the importance of data security within a business, so that they are aware of what to look out for, and what they should and should not be doing when accessing particular information.
Another way to ensure that staff can’t accidentally, or intentionally, amend or delete files is to put different levels of password protection in place so they can only access the information that they need in order to do their job.
In addition to this, certain types of software will enable you to restore data which has been lost due to human error, once the issue has been located, meaning that information which has been incorrectly changed or deleted is not necessarily lost forever.
Where to store data
Any data held by a business should not be kept on devices which can be easily lost or stolen, such as laptops, mobile phones, or memory sticks, and, if this is absolutely necessary, they should ensure that it has been encrypted and is protected by passwords, just in case an unauthorised individual gains access to it.
It is also important for a business to encrypt data before it is transferred elsewhere, regardless of how it is being moved, or where to, which will protect it if it is intercepted during the process.
Broken or faulty hardware could also cause a data breach, so businesses should ensure that any hardware they use is checked regularly for faults, and properly maintained. This will ensure that data cannot be lost through defective equipment.
Another way that data could be stolen, or deleted, is through someone hacking into the places where it is being stored. Both viruses and ransomware can be used to access business data, so it is important that security software is put in place across all online systems to keep private information safe from these potential threats.
Data back-ups
Backing up data is a sensible idea as should human error, an online virus, or faulty hardware, cause a data breach, none of the information will be lost. This will also help to restore records if data is destroyed due to a reason such as fire or flooding, which may be more difficult to put protection in place for.
Keeping information updated
Data should be available on a ‘need to access’ basis, but anyone has the right to view information that a business holds about them, whether they are a customer, or an employee. They should also be able to amend their own information if any of their personal details have changed, as keeping records updated is just as vital as keeping them secure.
With so many ways that business data could be lost, stolen, or destroyed, it is vital that all businesses put precautions in place to ensure that they are doing all they can to protect their private information, and keep details about themselves, their employees, and their customers safe.
Meta description: Read our data security tips for businesses to find out about how you can keep all of the sensitive information that your company holds safe and protected
Originally published at www.equahost.com on August 1, 2017.
