With so many identity theft and business threats to consider, just thinking about designing an information security plan for your business can seem overwhelming. Still, inaction isn’t an option. Here we share the top ten ways to keep your information secure:
1. Know What You Have
Information security begins by finding out what documents and data you have. Take inventory of your hard copy and digital files. Get legal advice to create record retention schedules to determine what to keep and when and what to destroy.
2. Protect Files the Right Way
Storing confidential documents in an office tends to create a false sense of security. Snooping employees, dishonest maintenance workers, and visitors could still get their hands on sensitive information with relative ease. Your documents are far more secure stored offsite in records centre with a records storage and document management service, isolated from prying eyes and tracked with barcode technology.
3. Backup Your Data Regularly
Scheduled backups are key for true information security; they ensure that information can be recovered if corrupted, lost or stolen. Data protection experts recommend daily, weekly and monthly backups. Always backup to an alternate storage device, such as a tape or hard drive, so if data on your computer or server is compromised, it can be restored.
4. Store Backups Offsite
When it comes to protecting your information, where you store your backups matters. Always store backup tapes and hard drives in a secure, offsite location with a dedicated media vault. These vaults are ideal for data protection because they protect your backup media from theft, loss and damage. Temperature and humidity levels within the vault are kept at optimal levels to preserve your backup tapes, hard drives and other media over the long term.
5. Destroy Documents and Data
Tossing confidential documents and in a trash or recycling receptacle and discarding digital media that has not been physically destroyed puts your business–and your clients’ information–at risk. Invest in a locally-owned and operated NAID AAA Certified shredding and destruction service to make sure your information is disposed of promptly and securely.
6. Use Public WiFi with Caution
Public WiFi makes working from anywhere a breeze. Unfortunately, it also makes it easy for criminals to steal your data. Avoid conducting any business, financial, or other private transactions on a public WiFi network. IN addition, your business wireless network should be protected with a long, complex password and WPA- encryption. Employees that work remotely should be given access to your organization’s secure virtual private network (VPN).
7. Pay Attention to Security Updates
On a busy day, it’s tempting to ignore the nagging security updates that pop up on your computer screen, but doing so puts your data at risk. Keep your software and network security updated so your information stays safe.
8. Don’t Disclose Sensitive Information over the Phone
Every day, criminals trick individuals into giving up sensitive information over the phone. Often, caller ID “spoofing” is used to falsify call displays so that victims believe the call is coming from a legitimate source. Never disclose sensitive information over the phone. Instead, ask for written verification from the caller to determine the validity of phone requests. If you suspect you’ve been targeted by a phone scammer, report it at once to The Canadian Anti-Fraud Centre.
9. Strengthen Your Passwords
Weak passwords put your data at risk. Use a unique password for each login and make sure it’s at least eight characters in length and combines capital and lowercase letters, numbers, and symbols. Many applications now offer two-factor authentication; take advantage of it when offered.
10. Train Your Staff
Information security is a company-wide responsibility, so it’s important to make data protection a top priority within your organization. Train your staff to recognize risks and threats and offer strategies to prevent unauthorized access to documents and data. Make information security an ongoing discussion so your business can easily adapt to current and evolving threats.
FileBank offers records storage and management solutions to businesses throughout Canada. For more information about our services, please contact us by phone or complete the form on this page.