Data security is imperative for the modern business. Keeping your files and information secure should be one of your company’s top priorities. Doing so can be relatively easy if you follow a few simple steps.
When storing data, you want to ensure that each file is encrypted. This should be the case regardless of whether the file is saved to your computer or within the cloud. This means that any file is digitally encoded so that only those you authorise can view the contents. Generally, the more bits in the encryption means better and stronger encryption is in place.
Opting to only use secure channels can help to improve your business data security. When visiting any website, look for the prefix before www. If you see http, that means that the connection will not be secure. Therefore, you may want to avoid using that website, and certainly avoid inputting any sensitive data into it. Alternatively, if the website starts with https, that means the domain host has a valid SSL certificate, increasing your security. Still be cautious, but you should be able to use data securely here.
When transferring files, you may also want to investigate the file transfer codes. An FTP server will allow you to transfer files but doesn’t have that security in place. Instead, opt for SFTP (Secure File Transfer Protocol) to protect that sensitive information.
You can change the permissions for each file and folder within your business which could help with business data security. By ensuring that only the correct individuals have access to certain files, you can prevent breaches from occurring. Restricting access to files allows you to exclude individuals who have no need to open or edit that file. It can help to not only protect your data from external harm, such as infiltration, but also offers you a level of protection from internal threats.
It is always worth bearing in mind that employees themselves can also present a data risk. While this can occur via accidental deletion, a disgruntled employee with access to any and all files would then have the power to cause severe harm.
Having secure passwords can be key for keeping your business and personal files secure and out of hackers’ reach. When setting a password, it is imperative that you don’t pick something that can be guessed easily. Consecutive letters and numbers, such as 123456, do not make up a strong password. You should also avoid using words or names that can be easily figured out. For example, if your account is john.smith, you shouldn’t use johnsmith as a password.
At the same time, it can be important to remember the password you use. This can be made easier by using a secure password manager. This enables you to store all your passwords in an encrypted database, accessible only by yourself.
Using a strong password isn’t always enough to keep your business data safe. Having a secondary means of protection can greatly improve your chances of avoiding hackers. Multi-factor authentication requires you to input a code that is sent via text or email, to ensure that it is you attempting to log into the account.
While this may seem somewhat tedious, it can really crack down on account infiltration. Even the securest of passwords could become compromised in data breaches, especially if that information finds its way onto the dark web. Utilising multi-factor authentication could be the difference between secure access or malicious usage.
When you share files via links, you shouldn’t leave these open indefinitely. Should the link be mistakenly or maliciously shared outside of your organisation, this could allow unauthorised individuals to view and edit your files.
Learning how to set expiry dates on links could be crucial for keeping your business data safe from those who shouldn’t have access to it. If a member of your team does need to re-use the file for any reason, you could simply send another time-limited link for them to do so.
Adding a watermark to some of your images, videos, and important documents can be another great way to keep your business data secure. You can do this in the newest version of Microsoft 365, as well as by using specific watermarking apps.
Doing so will put your company name or logo across the data, preventing it from being cloned and used by others. This means that even if someone does gain access to your business data, it won’t be usable for them. This may be especially important if a disgruntled employee chooses to leave the company and tries to take your assets with them.
Using either checksums or digital signatures, you can ensure that files haven’t been edited or corrupted during the sharing process. Much like an individual might need to sign for a physical package and check that the tamper-proof seal is still in place, those same security measures can be transferred though to the digital world.
This will help you to see not only what changes were made without your consent, but also potentially who was behind this tampering. Digital signatures are now commonplace for those who operate in a paperless office, so it can be a relatively easy process to learn how to use them for security when sharing business data.
You are likely used to completing audits for your tax returns, as well as keeping shareholders and investors informed about the running of your business. Audits can also be used to keep track of any file sharing that goes on, both within your team and externally.
This can help you to pinpoint who has access to which files, and where they are being used. Audits can allow you to quickly spot if something seems out of place, enabling you to tighten up security and ensure your business data remains in your control.
The importance of team training cannot be stressed enough for a successful business. Although each individual may bring a number of strengths to the team, them having access to different files can create weaknesses within your business security.
Opting for extensive team training, not only for their role but also around cyber security practices, can help to keep your business data safe and prevent them from unwittingly giving hackers entrance to your network and files.
Keeping your business data safe from malicious use is vital in this digital age. From viruses which can corrupt your files to hackers who may gain from selling your data on the dark web, there are numerous risks you face each working day.
Considering some of the ways you can keep this data secure is imperative if you want to consistently provide good service while ensuring that your brand is trusted and respected as one that looks after client data.
Have a Question? Ask us here!
Anne-Marie Blazdell
Anne-Marie Blazdell is a Marketing & Communications Manager with expertise in digital marketing, content creation, and IT solutions. With a strong foundation in graphic design, she trained at Farnborough College of Technology and Southampton Solent University before advancing into marketing and business IT support.
Since joining Syn-Star in 2022, Anne-Marie has specialised in crafting SEO-optimised website content, managing social media, and helping businesses navigate the complexities of IT. Her work bridges the gap between technology and business, making IT more accessible and effective.
Our support is designed to meet and exceed the needs of your business. We’re equipped to provide business support, as your business grows. Our technicians are ready to identify your pains swiftly, rectify the causes, and maintain your business technology for the long term.
You’re device is on an Unsupported Windows OS for your security, please contact us.
Team Productivity:
You and your team are able to see where they are using their time and how productive they are actually being. Also they are able to clock in and out, so really good for flexi-working.
Team Monitoring:
If you would like to know what your team is doing and how productive they are being, we are able to monitor them and create screenshots of what they are working on. This can be run in normal or stealth mode.
Book a FREE fact finding session to discuss the different options.
We proactively seek opportunities to support good causes for our community.
From sponsoring local community football teams, to engaging with charity fundraiser days, we believe it’s important to continually strive to do good for the better of others.
We have members who volunteer with youth organisations, are engaged with the Round Table, run marathons and volunteer at events where we may be needed. Every charity receives a discounted IT and Telecoms service too.
Protecting your digital data is crucial for every business and this can start with the industry-leading security we offer. The Syn-Star specialists can help with identifying any vulnerabilities within your IT systems and act accordingly to ensure cyber-attacks and data breaches are mitigated.
Your business will never fall behind with its technology when you work with Syn-Star.
We understand IT and Telecoms for your business is an investment, but it’s important to use the best resources available to enable the growth of your business. Our IT Consultancy and Virtual IT Director Services are available to support you with how you use your business technology for years to come.
Syn-Star can conduct quick and easy phishing exercises to identify people within your team who need to improve on their knowledge around fraudulent emails and how they can be alerted to these threats.
At Syn-Star, our experts can proactively work to understand exactly what software you need to support with the business operations. Whether you need a listening ear on what software to choose, or would like to seek some specialist knowledge, we’re here to help where we can.
At Syn-Star, we keep Telecoms simple. There’s so much available to help UK companies with their communications. VoIP systems, fixed landline, cloud phone systems, SIP trunking and more. Contact us for further details.
Desk phones, cordless phones or conference phones, Syn-Star can provide you with whatever you need.
From conference calling facilities to the headsets which work best for your team, we’re able to provide all the equipment you need and complete any telecoms job from start to finish.
There is no need to be in the office to make and receive phone calls from your company’s number. Our market-leading Telecoms platform gives you the flexibility of desk phones, soft phones and mobile apps as standard.
Whether your team works remotely, or perhaps staff are on a business trip anywhere in the world, calls can still be made, and people are reachable via phone wherever they go.
With a range of products, our team can support you by installing exactly what you need for internet connectivity. We work with the very best products to provide speedy bandwidths which play a part in the increased productivity of your team.
