When it comes to managing sensitive information in your business, whether it’s about customers or staff, you have a responsibility to protect it. Failure to secure data correctly and in line with the law can result in litigation, as well as damage to your company’s reputation and a loss of revenue. Today we’re going to look at how you can effectively make sure company and client information is safe at all times.
Control Who Has Access to Certain Information
It’s important to use passwords, firewalls, and encryption to limit access to any digitally stored information. This is particularly important when the data is stored on small storage devices like USB drives, which are easily lost. You must guarantee that passwords used to manage access to private information are both safe and updated on a regular basis. Many businesses make the mistake of using easy-to-guess passwords, which you should avoid if you want to keep your private information safe. Combinations of upper and lower case letters, as well as unusual characters, are the best sort of passwords to choose.
Discard Confidential Information on Paper Using Shredders
Despite how accessible digital data has become, most businesses still deal with a significant amount of paperwork on a daily basis. If you must discard sensitive papers, shred them or place them in a confidential waste bin. Because of issues like identity theft, you should never trust that just because a document is thrown away, it will not be seen by anybody else.
Keep Your Software Up to Date
Antivirus and cybersecurity software should be bought and installed on all systems. When it comes to hacking and cybersecurity, it’s best to leave it to the experts rather than attempting to solve the problem on your own. There’s plenty of it support in Oklahoma City should you need help from the professionals.
After you’ve installed the necessary software, it’s essential to keep it up to date and maintained. The reason for this is because if you put off repairing and software upgrades, you’re leaving backdoors open for hackers to enter and compromise your clients’ data. Although having to reboot your machine or schedule upgrades might be inconvenient, the advantages far outweigh the slight drawbacks.
Use Lockable Cabinets in the Office
A shredder is useful for permanently destroying secret papers, but what about records that need to be kept on hand? In this scenario, having locked storage cabinets with only a few select persons having the key is the ideal solution. It’s also a good idea to put any lockable storage cabinets in a secured area that can’t be accessible by everyone for extra security.
Ensure Safe Transport of Sensitive Information
It’s one thing to safely store private papers on your own premises; but, if they need to be transferred, it’s critical that they are delivered in a secure way. If actual papers need to be sent, it’s best to utilize a reputable courier service or have them delivered by someone you know and trust inside your company.
If you need to send a digital document to a third party, you can use email or a file sharing application. If you use a file-sharing application, ensure the documents are encrypted and that you are using a reputable service provider.