July 20, 2014 Technology and Security en_US https://quickbooks.intuit.com/cas/dam/IMAGE/A4q7Ns5Nx/c286a151ba8fa170fe6812085acaba4f.png https://quickbooks.intuit.com/r/technology-and-security/ensuring-security-companys-data Ensuring the Security of Your Company’s Data
Technology and Security

Ensuring the Security of Your Company’s Data

By Andrea Hayden July 20, 2014

A survey from the Ponemon Institute revealed that 55% of small business owners have experienced a breach of private data. While many of these small business owners are aware that data breaches hurt business, most don’t appear to be taking action.

Many steps can be taken by businesses to protect their own sensitive business information as well as private customer data. Take these recommended preventative measures to reduce the likelihood of a data breach within your business.

1. Create strong passwords

This simple change can bring strong results if you follow a few recommended guidelines. When creating a password—and setting password requirements for employees—refrain from using any personal data (like names or birthdates) and common words (like “password”). Use an 8-12 character combination of capital and lowercase letters, numbers and symbols. Also, be sure every employee changes his or her password at least once every three months.

2. Invest in security controls

Businesses need to invest in the basic security controls: a firewall and antivirus software. A firewall monitors online traffic in and out, while antivirus and anti-malware programs protect company devices from virtual attacks. These software programs also need to be updated regularly to remain up-to-date and to protect you against new threats.

3. Encrypt your data

Encrypt data on all devices, including mobile phones and computers. Passwords should also be required on all of these devices to access any data. This protects your data if devices are stolen because thieves will have a more difficult time accessing and/or reading the information that is stored.

4. Surf smarter

Be wary of email attachments and links. Even if you have a firewall and/or antivirus protection, your device is not always safe from online attacks. Don’t download anything from an unknown source, and thoroughly screen attachments before downloading.

5. Security audit

You may consider hiring an IT professional to evaluate your company computers and networks and recommend any additional protection. This person will be able to detect any potential problems or leaks and can direct you on how to protect your data. Having an IT professional that you can rely on is also important to help you reboot or recover lost information in the case of an attack.

6. Back up data

Backing up your data ensures that information can be recovered if lost (due to a virus or computer failure) or stolen (from a USB drive, laptop, etc.). Regularly backing up data ensures that you don’t lose important documents or information if something goes awry. If you’re looking for cloud storage options, some of the top services are DropboxGoogle DriveBox or SkyDrive.

7. Legal agreements

If outsourcing your data services, legal agreements can protect you by requiring the other party to assume liability for any lost data. A Services Agreement for Proprietary Management System is one such agreement to help protect proprietary information that outside parties may be privy to.

8. Train employees

Perhaps most importantly, you need to teach all of the strategies in this guide to your employees and implement policies concerning how they access and secure company information. Teach employees how to treat sensitive data, such as what to keep, where to keep it, what to get rid of and how to get rid of it—and remind them that they are accountable if they do not follow these procedures. By thoroughly educating the people who regularly use company devices and access data, you create a strong defense against attacks and lost information.

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Andrea Hayden holds a Bachelor of Arts degree in English and Allied Language Arts, with a background in secondary education. In addition to regular contributions for Docstoc, Hayden works as Training Consultant and Content Manager for ArnoldIT, specialists in enterprise search related disciplines. Read more