Data security is, like workplace safety, everybody’s responsibility. That means everyone from the CEO all the way down to the janitor who takes out the recycling every day. Data security can be put at risk by anyone on the chain of command. That is why it can’t be just an action item for your CTO or IT team. Prioritize education of the broader team on what they can do on a daily basis to keep the company safe and secure. It can make all the difference in the world. Here’s what everyone needs to know.
Data Security Tips
Nix Simple Passwords
Amazingly, people still get caught using terrible passwords on their online accounts. This might seem like a small risk to take, but hackers are getting smarter about guessing user’s credentials. Passwords like “PASSWORD” “123456” and others are commonly used but easily guessed even by amateur cybercriminals. It’s important to use high-quality passwords that don’t put you or your company at risk of cyber-crime. The keys to picking a strong password are simple. Avoid simple passwords. Make it easy to remember but hard to guess. Consider using a password manager for easy management of complex passwords.
Although the requirements for most accounts are rarely more than 6 characters, the longer your password is the more difficult it is to compromise. Security experts at McAfee say to avoid using personal information including your name, age, birthdate, children’s names, pet’s names, even favorite color or song. Any password that makes sense can be guessed by a savvy hacker with a little insider information (such as what is often readily available on social media).
Don’t Reuse Personal Passwords
The repeated use of passwords across multiple different accounts and the use of easily guessed passwords is still one of the top entry points for hackers to gain access to personal or sensitive information. If your employees are guilty of the common sin of using the same password for their corporate accounts as they do for their personal accounts, you are leaving your company exposed and vulnerable to the same level of security that their personal accounts support.
Stay Mindful of Data Management Best Practices
Accessing files remotely can expose your company and your data. Make sure you and your staff know how to work on the road without exposing your company to any unnecessary risks. Keep software and hardware up to date and fully functional. Avoid logging on to the corporate intranet when connected to a questionable network or hot-spot. Don’t allow employees to use unprotected devices or download unnecessary or unapproved apps or software programs. Make sure that when employees are out and about their work computers are protected in case of theft or damage. Make sure that your team is not exposing your data to theft, hacking, or worse, when they are on the road or at home.
For more advice on how to make sure every employee has the tools they need to keep the company digitally secure, connect with the experts at Happy Faces Records Management today.