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Web threats and data theft can significantly disrupt the daily operations of any business, whether it’s a large corporation or a start-up. Enterprises face the consequences of such attacks if they lack adequate security and procedures, which can be frustrating at best and irreversible at worst.
All owners, regardless of the size of their small business, must safeguard critical records. Internal correspondence, financial records, and other documents containing personally identifiable information should all be secured.
Here are some of the best ways to keep your company files safe.
1. Passwords Should Be Kept Secure At All Times
Even something as straightforward as a password can help safeguard your data. The more complex your passwords, even if they’re inconvenient to remember, the more protection you can provide. You can use an SFTP server to help protect your data.
The primary advantage of the SSH File Transfer Protocol (SFTP) Cloud environment is security. While you retain all of the efficiency benefits associated with FTP file transfers, you also gain the additional layers of security related to SFTP technology, such as encryption and dedicated IP support.
Business users can take things a step further by customizing permission sets for specific users, further enhancing these solutions’ adaptability. For example, suppose a single employee requires access to a subset of the files in a cloud environment. In that case, SFTP enables you to restrict their access by using a unique username and password.
2. Create A Strategy For Personal Devices
Employee-brought and employee-used devices are becoming more prevalent in small- to medium-sized businesses, making it critical to stay informed about the security risks associated with them.
Create a practice plan to safeguard the practice against legal consequences and the expense of a mobile system. A well-defined, comprehensive policy that addresses critical data deletion, location tracking, and Internet monitoring issues can be highly beneficial.
Additionally, businesses should consider providing sufficient resources for employees who work remotely or who use their own devices for work. While these activities can improve efficiency and reduce costs, they can also introduce new security risks if not handled properly.
3. Maintain Control Over Who Has Access To Your Files
While digital file protection is critical, you should also consider physical security for your computer and backup system. Prioritize the purchase of a fire- and water-resistant safe or filing cabinet. Consider the location of your device and any associated files as well. If your files are in a public or easily accessible area, they will not be secure. Finally, maintain privacy when it comes to the keys to your computer.
4. Ensure That Your Cybersecurity Strategy Is Up To Date
Numerous cybersecurity services are available to safeguard businesses of all sizes against malware and other cyber threats. Consider investing in a paid program that will protect your network and all connected devices. While a breach may cost you significantly more, the investment is well worth it. Install all updates immediately after your cybersecurity software is operational.
5. Secure Physical Records
While cyberattacks are more prevalent, lost or stolen documents can be just as harmful. Confidential records must be kept secure from prying eyes. Keep copies safe in a locked file cabinet or another area that is accessible only to the most trusted employees. Shred documents before discarding them.
6. Conduct A Background Check
Be extra cautious when recruiting new hires; defending against internal threats is critical for adequate cyber protection. Consider their history to gain a better understanding of who they are as an individual. Additionally, keep an eye out for personality shifts in current employees, as this may indicate the presence of additional issues.
7. Electronic Signatures Are Preferable
Remember when you required a client’s signature, so you had to scan, print, and email them a letter, which they were then required to print, sign, and email back? This process enabled the transmission of sensitive data via email, posing a security risk. Those days are over thanks to electronic signatures, or eSignatures, which make digitally signed documents legally binding.
8. Use Cloud From Beginning To End
There are products and services available that enable you to manage all of your financial reports, accounting, and payroll in the cloud through a single application. Various software as a service (SaaS) options make it easier to make and track financial decisions.
The majority of cloud-based accounting software solutions incorporate security safeguards to safeguard your data. For example, many can encrypt your company’s data in the same way that banks do, protect your offline accounting with a strong password and hashing algorithms, and keep their virus protection up to date.
Takeaway
Numerous small businesses have come to a halt due to preventable security issues. While data breaches and fraud cannot be eliminated, the use of appropriate security practices significantly reduces the risk of them occurring and mitigates the resulting harm. Share these tips with others in your organization to help ensure the protection of your company’s data.
You may also like: 5 Practical Data Security Tips For Accounting Firms
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