Why workplace data security is an ongoing activity and not an annual lunch and learn

The appropriate time to worry about a data breach is before one occurs, and it can’t be just the job of your IT person to stay on the alert. Workplace data security is everyone’s responsibility, on a day-to-day basis. This is not the sort of thing that can be reduced to an annual lunch and learn. There is any number of preventative measures you need to take to protect your business, but none of them are helpful unless security is top of mind throughout the year. Make sure your team has the tools and the information they need to succeed.  

Start With Your Onboarding 

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.  

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. 

Build 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. They 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.   

Make Sure You Provide the Right Tools  

Don’t overlook the opportunity to provide employees with the right tools and information they need to be successful. That may mean arranging for IT to get them set up properly in terms of their security settings and tools. Or it’s making sure staff have all most up to date software and devices they need to do their job. Your team is counting on you to help them get started with what they need to do their jobs successfully.   

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. 

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