Security breach can occur in a variety of ways. It could extend from something as innocuous as an employee’s unintentional misuse of data to corporate espionage. Accidental sharing or intentionally taken, losing vital information and documents have the potential to severely damaging any business. Companies could face lawsuits, loss of customers, damaged reputation and hefty fines. While integrating strategies and hardware which protects networks from outside attack is effective, organizations can employ several strategies further. Below listed are strategies to secure data internally:
Restrict Data Portability: Increased use of tablets, smartphones, flash drives and transportable media devices require more advanced and extensive security measures. Pro-activeness is essential to check the profiles of the users accessing the critical data. Moreover, the purpose of the users should be thoroughly analyzed. Besides, access to sensitive documents should be limited. Very often public files contain sensitive documents which can be downloaded by any member of the organization.
Create a Data Life cycle: Knowledge of a physical or digital document’s history, from creation to destruction, minimizes the regulatory compliance risk, legal risk and annual expense of data management and storage. In case of a missing document, knowledge of history will make the retrieval easy. Each and every department should determine the data or documents for which it is responsible on a daily basis. A particular degree of variance in categorization will exist across departments. This is because data usage and the kinds of data utilized also vary.
Re-examine the Storage Location of Data: Location of physical or digital information is often underestimated by companies. In several instances, confidential documents are stored in file cabinets with simple locks that line hallways or in easily accessed rooms. Electronic documents are quite often saved in UN-encrypted “shared folders” accessible to virtually anyone in the organization. Offsite provider transitioning for information management enables companies to enforce stringent control on information. Such information could be accessed by employees or other interested parties for physical retrieval or online viewing both. Besides, an esteemed provider should be able to provide and articulate end to end security.
Securely Destroy Unnecessary Documents: Once a document’s life cycle has run its course, it must be securely destroyed. There are innumerable ways to improperly get away with obsolete digital and physical documents, and the outcome could be catastrophic. Knowing the person responsible for transporting, handling and destroying is important to avoid the nightmares associated with improperly discarded documents.
Adjust Policies to Reflect Current Regulation: Laws and regulations are continuously evolving. Hence, the company policies need to stay on top of the charge. Plans and written data security programs need to be administered and re-evaluated along with tighter social media policies. Policies should be viewed as a living document not a list of laws set in stone. Irrespective of an organization’s mission, managing and securing sensitive documents has to be top priority across every department. With the barrage of information, securing documents has become infinitely more challenging. However, failure in protecting critical information puts a business livelihood and reputation at stake.
Conduct Consistent Physical and Digital Data Audits: Regardless of the format, having a prior knowledge of the type, location and content of the files drastically reduces the risk of critical information being tempered without detection. Uniform understanding of critical data across departments will result in increased no. of people noticing the problem.