It’s been said, time and time again, the appropriate time to worry about a data breach is before one occurs. Vigilant workplace culture is one that values data security as a top priority. There are a number of preventative measures you can take to protect your business, but none of them are helpful after a breach occurs. Scams are more common than ever, so make sure your teams know how to spot and respond to phishing scams. Regular updates for current staff help as well. Make sure your team has the tools and the information they need to succeed.
Data Security from Day 1
Everyone learns slightly differently. The goal of a security-focused onboarding process is not to enforce uniformity in the learning styles but instead to deliver a great first impression and provide other relevant information. You will have the most success in grabbing and retaining the attention of a large audience if the onboarding process incorporates flexibility. This could mean having multiple different delivery mediums such as in-person sessions, online information, onboarding videos, and group sessions versus a more personalized session. Different people will find different parts of the content more appealing to them. It is important that the delivery mechanism is tailored towards that and lets employees go at their own pace. But all of them should understand the key elements of your security procedures.
Reinforce a Security Culture
The increase in cybersecurity concerns calls for an increase in cybersecurity awareness in the corporate sector. Best practices such as these should become second nature to your staff and should be woven into the workplace culture as a whole. It takes focus and effort every day to make sure you and your employees are making the right decisions when it comes to your digital security. But a strong security culture can help support that effort more than any software program or un-guessable password. Sharing the knowledge needed to educate employees about the risks involved with cloud storage, data security, and malware protection, partnered with taking the necessary precautions to protect the security of the company is the first step toward building a strong culture of security.
Teach Smart Data Management (Both Online and Offline)
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. This requires a strong cyber-security policy and regular enforcement of rules.
Remember that Strong Passwords Are Your Best Defense
Large data breaches are often linked back to negligence in password protection. There are a number of common mistakes that can have serious consequences when it comes to protecting online information. 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.
Using strong passwords should be a top priority. To make a password that is both difficult to guess or hack but easy to remember, try using a phrase-style password, but only use the first letter or number of each word. The key is to avoid creating passwords with recognizable words as those are easy to guess or hack. Of course, then protecting those passwords is key. Phishing scams thrive on their ability to trick users into sharing their passwords with 3rd parties. So be watchful for those requests for information that seem off or out of place.
With these tips as your cornerstone, you can build a strong foundation that will help prevent data breaches. Connect with the team at Happy Faces Records Management today to learn how we can help.