How To Keep Data Safe As An Organization Through Policies And Best Hiring Practices
Keeping data safe at a business can help ensure long-term success as a leak can take years to recover from. Technology has made business operate far smoother than in the past but this does come at a cost. In the past, the cost is that there have to be layers of protection for important information that is stored online. Everything from staff emails to logins for accounts can be compromised. The last thing that a company wants is to leak client information as it could lead to losing clients and a poor reputation within a business niche. Hiring practices are also going to be important as the wrong employee can leak data and possibly sell this to competitors. Below will delve into the different policies when it comes to keeping data safe and hiring trustworthy employees.
Company Emails Should Have Ironclad Spam Filters
Company emails are going to be the lifeblood of internal and external communication for a majority of companies. The unfortunate truth is that not all members of the staff will install the right type of spam filter or malware protection software. Other employees are going to be naïve about inputting payment information into a link generated just to steal information. Scammers are using phishing tactics in more clever ways than ever before. This is a popular form of gathering information due to the small cost or free nature of sending an email. Finding lists of emails of customers is not hard to do as there are plenty of companies that sell contact information. IT professionals having access to these inboxes to look for potential threats can also be done. The emails should not be deleted or organized without staff knowledge.
Look For Hires That Have Impeccable Records
The hiring process can be tough as it seems like everyone pumps up their titles or responsibilities at previous places of employment. Look for candidates that have worked for companies where information could be deemed as valuable. A person that has run into no problems in terms of breaking an NDA agreement or never left a company for a competitor is a good fit. This does not mean that there will not be a disgruntled individual that was terminated on just grounds yet still seeks revenge. References from the last few places of employment likely mean the applicant didn’t try to damage their former employer in any way. Getting together the right paperwork for new hires can ensure the company has a course for legal action if an employee leaks/sells/steals information.
Keep Organizational Access To Certain Documents Restricted
Information that has to do with a company or other organization is going to differ in importance. There are going to be certain files like that of client payment information that should be possessed by the accounting team alone. No other department will need to know routing information or check that payments have been made. HR-related documents should be in the possession of HR alone. This information is all an identity thief would know to wreak havoc on an individual’s life.
Bring Your Own Device Rules Need To Be Established
People use their personal devices for company purposes on a daily basis. Putting restrictions on these devices is paramount as the employee does have the option to use a device provided by the company. The company needs to require a certain type of malware protection or cybersecurity app. The last thing an employee wants to do is to be surfing the internet only to compromise company information. An employee might try to cover this up or refrain from telling management as it will be nearly impossible to pinpoint which device was hacked.
Look Into Cybersecurity Software That Utilizes AI
Getting the right antivirus and cybersecurity programs installed on every company devices is essential. Cybersecurity software that uses artificial intelligence actively works against a hacker using a proactive defense. Machine learning can identify breaches and allow automated technology to fight against hacks of all kinds. Running a weekly antivirus scan on company devices can also identify which members of the staff might need training on what sites to avoid. Even the safest use of computers online can result in some form of a virus. Stealing and selling information is an extremely profitable venture. There always seems to be a buyer for important information/documents.
The creation of the right policies can help reduce the risk for any type of data breach. Keeping staff educated on the topic of keeping information safe should also be a priority. A member of the staff that leaves critical information vulnerable needs to be reminded. If this happens again there should be action taken as lack of knowledge of how to safely do something is far less serious than plain negligence.