With all the looming threats to the privacy of your business information, it's important to have a comprehensive solution for protecting your documents and data. Here are 10 privacy protection strategies you can't go wrong with:
1. Data Backup
Privacy protection begins with data backup. If you don't have a backup plan, now is the time to make one. Identify which business information, if stolen, will need to be recovered. A data protection partner can implement a backup strategy customized to your organization's compliance obligations and operational requirements.
2. Media Vaulting
While electronic backups help ensure that any compromised information can be restored, media vaulting takes privacy protection a step further by safeguarding that crucial backup media. When stored in a media vault, your backup hard drives and tapes are safe from theft and unauthorized access. Only authorized data protection personnel have access to vault and a state of the art digital surveillance system continuously monitors your backup media assets. Storing your backups in a media vault is an indispensable part of protecting your data.
3. Offsite Document Storage
Like your electronic data, paper documents and files with private information are just as vulnerable to theft as electronic data. When you store your files in an offsite commercial records centre, they are protected by the following security systems:
- 24/7/365 internal and external surveillance
- Facility access-control technology
- Alarm systems with active monitoring
Barcode technology tracks the activity of your file inventory so you always know who accessed your information, and when.
4. Phishing Scam Prevention
Phishing scams are one of the most popular methods that criminals commit identity theft and fraud. These scams work by tricking company employees to volunteer sensitive information. Train employees to never click suspicious links in emails or text messages or give out sensitive information over the phone. Legitimate organizations will never ask you to verify account numbers and passwords in an unsolicited email or call.
5. Document Shredding
It's all too easy to toss a confidential document in a trash or recycling receptacle without realizing it, but doing so puts private information at risk. “Shred everything” is the best way to keep any and all paperwork with personally identifiable information out of the wrong hands. Businesses with larger document disposal needs can make shredding everything easy by using a regularly scheduled, onsite mobile shredding service.
6. Strong Passwords
Weak passwords are one of the easiest ways for criminals to steal sensitive information. Make sure to use a unique password for each business application and change them frequently. Secure passwords are more than eight characters in length and contain both capital letters and at least one non-alphabetical character.
7. WiFi Encryption
Wireless networks are tempting targets for criminals hoping to steal private information. Make sure that your business wireless network is protected with a very strong password and WPA-2 encryption. Setup a Virtual Private Network (VPN) for secure, remote access to network applications.
8. Hard Drive and Media Destruction
Whether it's personal or business data, a treasure trove of information can be gleaned from a discarded hard drive, USB drive, or other electronic device. Make old disk drives and backup tapes impossible to read by having them professionally destroyed.
9. System Security Updates
Keeping your data safe from criminals means protecting all company devices. Network and system updates exist for a reason—they help keep your data safe from hackers, malware and ransomware. Make sure your network security is kept up-to-date and that the latest software patches are installed on all devices.
10. Employee Awareness
When it comes to privacy protection, your employees are your first line of defense. Keep them informed of the various threats out there and, most of all, share these tips with them!
Docu-Dépôt provides records and information management services for businesses in Greater Montréal and throughout Québec. For more information, please contact us by phone or complete the form on this page
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