10 Ways to Protect Your Vital Business Data
17th December 2019
There’s a diverse range of reasons why UK companies suffer from serious data breaches, many of which are easily preventable!
This includes accidental deletions, IT crashes, corrupted files and, of course, the increasing threat of cybercrime.
To say data loss can be disastrous is probably an understatement.
Setting aside the fact that you could face hefty fines for non-compliance with legislation, you could also struggle with serious issues on two fronts. One is an interruption to your ability to do business. The second is a loss of reputation which could cost you your entire business!
Your customers are increasingly sensitive to the issue of data security and privacy. If you lose any digital information, even temporarily, it can lead to a significant loss of faith. If you lose financial data, you may never be able to rebuild trust.
To put this in context, when companies are forced to admit severe data losses, 94 per cent of them never recover. (source: https://consoltech.com/blog/10-common-causes-of-data-loss/)
That fact alone provides a clear reason to explore managed cloud solutions to help keep data safe!
What else do you need to do to avoid data breaches? Here are ten ways to protect your business data.
Constant Backup
One of the least acceptable reasons for losing digital information is a deficit in the basic ‘housekeeping’ chores that ventures of all sizes must do.
However, like New Year's Resolutions, vows to back up data systematically can be broken when the business is under pressure to perform on other fronts.
The solution is easy. Using a hosted desktop provider, you can have your data safely stored on cloud servers without you doing anything! It becomes a seamless, daily process.
Strong passwords
This is another one that may sound commonsense, but it is well worth reiterating.
It starts with choosing passwords made for random letters, numbers and symbols that are impossible for cyber intruders to guess. According to the National Cyber Security Centre in the UK, global research into data breaches shows that over 23.2 million ‘victim’ accounts had a password of ‘123456’. Yes, really.
(Source: https://www.ncsc.gov.uk/news/most-hacked-passwords-revealed-as-uk-cyber-survey-exposes-gaps-in-online-security)
Also, how many of your company passwords are the same, across various devices and systems? How often are they changed? It pays to be password savvy and keep them well organised and periodically changed.
Install anti-virus software
This is another basic way to protect data that can get lost in the pressure cooker environment of running a business. It’s also a task that requires you to re-evaluate your systems regularly. Installing anti-virus software then getting complacent carries risk. Check it is still appropriate for your needs on a systematic basis and always carry out updates.
Remember, the threats don’t just come from viruses either. Malicious software (Malware) is the scourge of the IT world, and you must guard against that effectively too.
Keep all software up to date
Software and system failures are another way in which data can be temporarily inaccessible, rendered unusable, or completely lost.
Relying on managed cloud solutions can help you to find business software that has a track record for being reliable. After that, your company must make sure all software and cloud systems benefit from updates as soon as they become available.
There’s a good reason that developers issue updates; it’s to keep users ahead of cybercrime and system malfunctions!
Train your staff
Much of your data management and protection relies on the technology you use. However, it is still in the hands of your personnel too. Human error can render data inaccessible, unreadable or utterly gone!
Whether you use a hosted desktop solution or you ‘go it alone’, keeping your workforce properly trained and alert to data protection is vital.
This – like software – needs to be constantly revisited. As your business evolves and cybercriminals develop new techniques, you should periodically refresh data protection skills and procedures.
Learn the common signs of a phishing email
One of the topics your staff training must cover is spotting the signs of phishing emails.
Phishing is responsible for 90% of all data breaches worldwide.
(source: https://retruster.com/blog/2019-phishing-and-email-fraud-statistics.html)
What is phishing? It is often a clever and creative email that looks perfectly innocent. However, when you open it, or worse, respond, you can unwittingly leave your data exposed. These fraudulent emails can create an interaction that strips out information like usernames, passwords and credit card details.
Make sure your staff know to never reveal sensitive information digitally, and not to open suspicious or uninvited email approaches.
Install anti-spam on your email
Of course, blocking spam and phishing emails from even reaching inboxes makes a great deal of common sense. So, you must make sure that your anti-spam guards are effective and constantly refreshed.
Stopping spam reduces the effort that has to go into disposing of it, as well as reducing the risk of someone inadvertently engaging with cybercriminals.
Encrypt your data
This too should be second nature to contemporary companies. Your data becomes much harder to strip out if it is encrypted – something that is an integrated part of using a hosted desktop provider and cloud solutions.
The added benefit of encryption is that if your data does fall into the wrong hands, it’s unusable. This makes the long term effects of data breaches far less serious.
Learn proper disposal procedures
Regular housekeeping to maintain effective data management includes disposing of digital information in a timely and appropriate way. This is not as straightforward as it sounds, particularly if your team works across different devices and systems.
Having your data stored on a hosted desktop that everyone uses can make proper disposal a well co-ordinated and unfailing task.
Bring in the experts!
Many of the important ways to protect business data provide clues to the ultimate solution. Bring in experts to help you manage data, and keep it private and secure!
This can be highly affordable, and lead to other substantial operational efficiencies if you use ‘Host My Office’.
Give us a call so we can show you how quick, easy and beneficial this service is on 03333 110 020
