Practical Data Security Tips for your Business

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Backup tapes

Data security is often thought of and discussed in highly technological terms.  And indeed, when it comes to network monitoring, disk mirroring and database shadowing, safeguarding corporate information can get quite complex.  Yet, even the most basic and simple methods are just as effective in protecting your company’s information.

Where is your data?

For large corporations and small businesses alike, data often resides in more than one place.  In addition to be stored on a centralized server, your information likely resides on company laptops, mobile phones and other remote working devices.  Accounting for all the places your business data may be stored is important, as it drives your backup strategy.

Preventing data loss

Your backup strategy should be able to provide swift recovery of data no matter the circumstances.   Cloud services which promote convenient and automated backup should always be supported by an offline, offsite backup solution.  In addition to being more cost effective on a cost per gigabyte basis, backup to tape also allows for more reliable storage of archival data.  The key is storing backup media in an environment conducive for long term preservation and protection of magnetic media.  A secure media vault is equipped with the following:

  • digital surveillance
  • access monitoring
  • fire detection and waterless suppression systems
  • temperature and humidity control technology

Testing your data recovery capabilities

Don’t wait until you lose your data to find out how quickly you can restore it.  Your disaster recovery plan should have provisions addressing recovery time objectives (RTOs).   Undergoing periodic testing of your disaster recovery plan will make certain you can swiftly recover data and resume operability of your business.  Your data storage and media rotation partner plays a key role in these exercises, ensuring you receive precisely the data you need in the least amount of time.   Most disaster recovery experts recommend at the very least a bi-annual testing of recovery capabilities.

Protect your hardcopy data as well

Paper documents, like digital files can also be compromised.   The way hardcopy data is stored, managed and disposed of within an organisation often is a lead indicator data breach exposure.  Retention documents stored in unsecure areas are prone to unauthorized access.  Access to paper files is often unmonitored leading to misplaced information.   And inadequate procedures for ensuring that expired documents are destroyed of a timely manner can result in incidences of fraud and/or identity theft.   A records and information management solution that combines offsite document storage and professional paper shredding can reduce these risks and facilitate a more comprehensive corporate records retention strategy.

Don’t underestimate your ability to put easily implementable data security strategies into place.  Remember, it doesn’t take deep pockets to protect your information; commonsense approaches can also go a long way in reducing privacy breach risks.

Docu-Dépôt provides data protection solutions to business throughout Montreal and Quebec. To find out more information, please contact us by phone or fill in the form on this page.

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