There are many aspects of data protection worth understanding. As a result, on any given day, we receive multiple data protection questions from our clients and potential customers. Often, one question leads to another, so we've compiled a list of your most frequently-asked questions about data protection:
Q: How do I make sure my data stays protected?
A: The best way to make sure your data stays protected is to make sure it's properly managed, tracked, safe and secure at all times. A professional data protection partner can implement a complete information storage, management, and recovery solution for your business.
Q: How often should I back up my data?
A: The simple answer is: the more frequently, the better. While backup frequency depends on the type and quantity of data and where it's located, you can back up your data daily, weekly, monthly or on a customized schedule as long as you have a reliable and secure media rotation and storage solution.
Q: What data should I back up?
A: Every company and organization is different; it really depends on how long it has taken to collate your data and the amount of time that would be needed to reproduce it if lost. Start by identifying which information is essential for keeping your business running. These “mission-critical” records may include:
- Financial and tax records
- Contracts and agreements
- Client and customer lists or databases
- Personnel records
Q: What is encryption?
A: Encryption converts data into a code that can only be read with a secret key or password matched to that data. It's one of the most effective ways of protecting your information. Encrypting your backup data and network helps keep hackers and other criminals with malicious intent from stealing sensitive information.
Q: What is personal information?
A: “Personal information,” as defined in Canada's Personal Information Protection and Electronic Documents Act (PIPEDA), includes information about an identifiable individual, but does not include the name, title or business address or telephone number of an employee of an organization.
For example, financial transaction histories, credit history, other people’s opinions about an individual, photographs of an individual, fingerprints or voice prints, blood type, video or audio footage where an individual appears or is heard—these can all be considered personal information.
Q: What data protection principles does PIPEDA cover?
A: PIPEDA covers several data protection principles that organizations in Canada must follow, including:
- Obtaining consent when collecting, using and disclosing personal information
- Collecting information by fair and lawful means
- Having clear, understandable and readily-available personal information policies
- Supplying an individual with a product or a service even if they refuse consent to the collection, use or disclosure of their personal information—unless that information is essential to the transaction
Q: Are there penalties for breaching PIPEDA?
A: Yes. Individuals who believe their personal information has been mishandled may complain to the Office of the Privacy Commissioner (OPC), and the OPC may assess fines of up to $100,000 if an organization is found to be non-compliant.
Have more data protection questions? Call us at 888-595-5656 and we'll give you the answers!
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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