No matter how big or small your business is, protecting your information is crucial. The slightest slip-up can lead to a data breach or, worse, complete theft. Here are a few smart ways to protect your data.
Back it Up
Firstly, whether you do it manually or through risk management software or something similar, always back up your data. The best option is to back it up to an external storage system or device that is not in your workplace.
In our current world, almost everything is online, and if you are handling customer’s data, the last thing you want is to lose it due to a cyber attack, a system crash, etc.
Passwords/Multi-Factor Authentication
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Another simple but essential step is to have super-strong passwords and multi-factor authentication. For passwords, you should also change them regularly, as you don’t always know who has accidentally seen them, and it also locks out third parties that may have used your systems.
MFA is also essential as it will typically require identification beyond a password. This adds an extra layer of protection that can be tricky to replicate.
Encryption
Encryption is another brilliant tool to protect your data. In simple terms, the process involves taking your data and converting it into random letters and numbers. To turn it back into readable data, you need an encryption key.
As you can easily limit access to said key, you can ensure that even if the data is stolen or lost, it will be exceptionally difficult to decipher without it.
Update Regularly
The one mistake many people make is delaying software updates. Whether it be anti-virus, or your general system, updates ensure the software is always aware of new threats, and has the ability to deal with them.
If you are a small business, this is fairly easy to stay on top of, but if you are a larger business with multiple systems, be sure to double-check that these updates are done and don’t solely rely on your employees to do it.
Role-Based Access
Role-based access, or RBA, is a system that you can implement that limits the access of data to only those who need it. For example, HR needs access to employee information, but your sales team or floor staff do not.
You must also ensure that this access is denied if an employee is absent or leaves your company, as you can’t control when or how they access the data when not in the office.
Train Your Employees
Employee training is also necessary as those who work for you won’t always have the same computer and cyber security knowledge and experience. For instance, a computer-savvy employee can spot a scam email, but someone younger who has just started may not.
Doing regular update training will ensure everyone is on the same page and knows what to avoid and what not to do when handling private business, employee, and customer data.
External Devices
External devices should be closely monitored or limited within your business. The main problem is that USBs or external hard drives that are brought in by employees could house malware, whether the employee knows or not.
It is best to avoid these devices completely, but if employees need them, they should be monitored and tested on a separate system first, before being plugged into your central system.
Security Audits/Penetration Tests
Another step you should take every few months is to bring in a security expert. They will audit and penetration test your security and see if there are any flaws or weaknesses that can be exploited.
This is an essential step, especially as your business grows and you add more systems and people, as you won’t necessarily be able to keep up with and constantly identify any issues you may have.
Data Breach Plan
You should also have a data breach plan in place. In simple terms, a data breach plan is a set of guidelines that are followed to protect or restore data in the event of a cyber security attack or data breach.
This plan should be clear and easy to follow, and should also be known to and understood by all employees. This can be a lifesaver, and should most certainly not be overlooked.
Physical Paperwork
Another aspect to not forget about is the amount of important paperwork you may have. Not everything is or will be online, and therefore, you need to take the steps to protect all the physical paperwork you may have.
The first thing to do is to consolidate all the paperwork you have, and shred or destroy what you don’t need. It isn’t enough to just throw it away; identity fraud and bank account hacks are done fairly easily just by looking through someone's trash.
With the paperwork you keep, a locked filing cabinet or safe is always the best option. You should also limit who has access to the cabinets or safe, and have a “chain of command” of sorts to provide accountability and to always know who does and doesn’t have access.
