When you think about the possibility of an organization being able to secure their information, then you are already thinking about risk management. And, when you consider the amount of crimes that are coming out each and every day that negatively affect the organization or that could represent a threat to your operations, then you need to think about just what policies your company needs to put in right off of the bat. Whether you are large or small, you have to have the proper checks to protect your business from outside threats.
Restrict Access to Key Employees
If you happen to store confidential information, then you have to be cautious of who can actually access it in the first place. Only key people should ever be able to see information, and if you don’t protect it to a certain extent, then you could actually find yourself in a lot more trouble for letting it fall into the wrong hands as well. It is important to remember that engaged employees are more productive and that you will want to be sure that your employees know general financials. After all, according to the Wall Street Journal, there are certainly reasons why employees should know what is going on. That being said, you have to be aware of just what kind of information is getting out, because sensitive information is and should always be off limits for most employees.
Keep Legally Personal Data Confidential
When you think about many confidential discussions that could come up, you have an obligation and a duty to keep those conversations completely confidential. This couldn’t be any more serious than it is for medical professionals with HIPAA law, with lawyers and legal attorneys, or even with financial advisers and investment professionals. The best thing to solve these problems, however, is to simply use the power of encrypted video conferencing for IT by BlueJeans in order to truly secure your conversations and make sure that everything is locked down in the way that you need it to be. Confidentiality can ruin your business and reputation if you breach it. That’s why having it secured correctly can be a very important thing to get right the very first time.
Study the Flow
One of the most important things that an information officer or a technology manager can do is to study the flow of information. This isn’t just the idea of what happens on a daily basis, but rather, it is all about understanding who has access, who has permissions, and who can tell exactly what needs to be done at any given point to push data and information forward. Once the flow of information is known, then you can better map your vulnerabilities and weak points as well. However, it isn’t just about getting a blueprint of the flow of data and then leaving it alone. The purpose of mapping and then remapping is to find better efficiencies over time and to find ways that you can better secure the data as well.
Destroy or Protect Old Information
According to Small Business Computing, one of the biggest mistakes that firms will make with respect to data is not securing information fast enough. If something is being used currently, then there is a reason that it is out and available. However, once you have finished using data or once you are about to leave, then you need to be sure that you go through the proper steps and either purge it completely, lock it back up, or verify it in some shape or form that no-one else will be able to have it. You would be surprised at how many pieces of important and sensitive information have fallen into the wrong hands due to being out for just a short period of time unattended.
Have Internal Privacy Programs
Sometimes you can have all of the data control processes and procedures that you want in place, but then information can still be lost or stolen. The reason for this is that even if you go through the right protocols, you might still have senior members who do not understand things like firewalls, protection, or vulnerabilities. Do you have a CEO who accesses data from a smart phone? What about managers who log in from home? Do you have a sales staff that work remotely, in airports, and in hotels when they travel? All of those things could be greater vulnerabilities, so you need to be sure you understand who is logging in from where and what privacy data that they have.
When it is all said and done, you have to be able to see your organization with respect to your information and know it is locked up. You cannot try to do business if you have a reputation for being loose with private data. You also need to cover yourself so that you aren’t sued for negligence or so that sensitive data doesn’t become public knowledge.