5 Tips for Securing Data in Your Workplace

5 Tips for Securing Data in Your Workplace

For every small business owner and big corporation, data security should be one of the most important things to consider. When you think about all of the important data you store virtually and locally like financial records, private information about your customers, secret formulas and so on, only the crazy person wouldn’t realize that just one security breach could seriously jeopardize your business.

Digital thieves and hackers are constantly on the lookout for potential victims to steal data from. That stolen data can then be used for stealing money from bank accounts, setting up credit cards, it can be sold to third parties or even used for money extortion. Your only task is to protect your valuable business data from those thieves. You simply have to protect all of it, your computers, your network, mobile devices your employees are using and so on.

Follow along and find out key security measures and steps you should take in order to protect your valuable data.

Use passphrases instead of passwords
“What is the difference”, you may be asking. Simply said, a passphrase
is a different way of interpreting passwords. There are certain things that are no longer restricted for usage in passwords like dictionary words and names. When you think of it, there are only a few restrictions left like a number of characters, at least one upper letter and others. The passphrase can represent your favorite song lyric, a quote from a movie, book, magazine or something your kids said last week or your dad used to say. It is really that simple, just think of a saying or a song lyric you can easily remember and use the first letter of each word in your password. You can also add a combination of numbers that mean something to you.

Send your document as PDFs
PDF is one of the most secure file formats in the world. It is used in many professions and by many professionals like lawyers, big company CEOs, professors, accountants, students… It looks the same no matter the OS it is viewed on and is very lightweight and easy to share. The main thing is, it can be password protected. Even if you don’t password protect your PDF, it is next to impossible to edit it without using powerful desktop PDF conversion software or mobile apps like PDF to Word Converter. So even if someone intercepts your emails and steal the content, you will be safe knowing that he wouldn’t be able to tamper with it. With all that said, we would strongly suggest you to send all your documents as PDF files.

Install tracking software on your workplace PCs
Protecting your data from the outside threats is really important, but there are tons of security measures that you can take in order to keep your data safe from within the company. That’s right, we suggest to monitor your workplace PCs with spyware so you will have a record if any of your employees make any harmful actions that will compromise your security or break your company security policy. This is a great way to prevent mistakes from happening or at least if something happens you will have proof of what happened and who did it.

Have strong antivirus and update your programs regularly
Antivirus software is one of the essential programs you have to use in order to ensure your data security. They are the last line of defense if the unwanted attacker goes through your network and surpass all other security measures you have implemented. Choosing the right antivirus software that will fit all your needs is a must.

If you want to be fully protected, you have to make sure that your computer is properly patched and updated. This could be done by regularly updating all of your programs. There is no point of having great and expensive software if you are not going to maintain it right. As they say “Your security applications are only as good as their most recent update”.

Encrypt all of your data
Nowadays, modern programs can help us encrypt our data without any hustles. It is not a rocket science anymore. For instance, you can use an open source plug-in GPG for Mail that will help you verify, decrypt, sign and encrypt emails using the OpenPGP standard. On Apple OS computers you can use FileVault to encrypt your data and on Windows machines you have similar programs. Just to be clear, this software won’t protect you from government authorities demanding your encryption key under the Regulation of Investigatory Powers Act (2000).

These are only the first steps you should take when it comes to ensuring your data security, but it’s a start. The rest is up to you. Please let us know in the comment section about the ways you use to protect your data.

About the Author:
Sandra Rodgers
Community Manager Comet Docs

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1 Comment

  1. The small and medium businesses (SMB) are independent organizations. Thanks to their small structure, the technological advance, and the development of the electronic commerce (e-commerce) can growth and flourish. On the other side, the increasing use of Internet creates new problems in the scope of cybersecurity. Many SMB lack of the trained personnel to perform these tasks, therefore they must implement basic control measures.
    1. Phishing is the most common cyberattack nowadays. Create awareness in the staff about the danger of opening unknown files, specially the executables.
    2. Effective management and use of passwords remains a vital part of information security. Good password management practices combine people, process and technology to secure the use and management of passwords.
    Creating complex, hard to guess passwords requires at least 3 of the following categories:
    • uppercase
    • lowercase
    • digits (0 through 9)
    • non-alphanumeric characters (e.g. !, $).
    3. The use of multi-factor authentication or provide users with online or offline password managers to securely store their passwords.
    Some SIEM solutions like UTMVault, Rapid7, or ELK are designed for SMB, supplying a cost-effective protection.


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