5 Best Practices for Keeping Your Office Data Safe

January 28, 2019 Staples Business Advantage

Securing sensitive customer and client data carries a heavy responsibility for companies. Because you can be held liable for a breach, it’s essential to ensure that your company's stored information remains confidential and only those with permission can access it. Keeping with Data Privacy Day, an international day held every January 28, it’s important to learn how to protect your privacy and control your digital footprint. Consider the following ways to beef up your digital security.

Assign Roles to Classified Data

Limit the number of people within your organization who have access to sensitive information. These individuals should undergo training and submit to a background check. One of the best ways to secure your classified information is to restrict access to it.

Enable Two-Factor Authentication

Two-factor authentication provides an added layer of protection when anyone tries to log in to your company network. This type of login can ask for a PIN, send a new code to your phone or use biometric identification like a fingerprint or face scan.

Change Your Passwords

Employees come and go, and each time someone leaves, you run the risk of them accessing information after they go. Change your passwords frequently, and use a password management application like LastPass to create a hard-to-crack string of letters and numbers.

Move Your Data to the Cloud

Laptops, tablets and external hard drives are often stolen or lost. Storing company information on mobile devices puts your company at risk. Storing data through a file-sharing application like DropBox or Google Documents in the cloud makes the information easily accessible by all and provides enhanced security.

Hire a Professional Data Management Company

A data management company is one of the best ways for a larger company or corporation to secure data online. Typically, a data management company:

  • Secures, organizes, and maintains your active files off or on site
  • Provides long-term record storage
  • Protects vital records
  • Provides solutions tailored to your business

Keep your company data safe and secure by taking a few extra steps to protect sensitive information. Instead of relying on a single method, employ several for maximum security.

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