3 Important Things to Remember About Data Security

Earlier this year the Online Trust Alliance (OTA) released a report indicating that 740 million records were compromised in 2013-a historical record. Given recent high-profile breaches involving Target, UPS and Ebay, 2014 isn’t likely to fare any better. Large corporations and small businesses are equally susceptible to data breach risks. However, by paying attention to three key areas, you can strengthen data security for your organization.

1. Your Office Isn’t a Safe Haven from Breaches

Even Alcatraz-like security isn’t enough to protect your business. The same OTA study mentions that 31% of data breach incidents are due to inside leaks and negligence. While the majority of employees can be trusted with access to confidential information, a single rogue individual can create a breach nightmare for your company:

• Leakage of sensitive proprietary data
• Identity theft
• Financial fraud

It’s even more likely that confidential documents and files will be accidently exposed due to negligence. Sensitive documents are taken home. Backup tapes are stolen from a car. Files are tossed instead of being destroyed. Enlisting the help of a privacy protection partner can help thwart these scenarios. Look for a professional records and information management supplier that provides a turnkey service combining:

• Scheduled shredding and destruction
• Archival records storage
• Computer media storage and rotation

2. Plan for the Worst

Data Security isn’t all about preventing malicious intent, theft or negligence. Circumstances beyond your control can lead to permanent data loss:

• Fire
• Flooding
• Natural disasters

A disaster recovery and business continuity plan outlines protocols for ensuring data recovery so your business can quickly get back on its feet after a catastrophic event. It also includes data redundancy procedures and processes for protecting vital business records off-site, reducing the risk of information loss at your primary business location. You should frequently update and revise your recovery plan to reflect any changes to key personnel, data growth and/or increased risks.

3. Education and Training Isn’t a One-and-Done

Instilling a culture of data security within your organization goes a long way. Privacy protection policies and procedures create awareness and provide a framework for minimizing potential risks. Areas that should be addressed include:

• BYOD (bring your own device)
• Online behavior
• Disposal of records
• Document retention policies
• Privacy regulations and laws

Unfortunately, many companies take the initial step of implementing a written policy then fall short in ongoing training. The more privacy protection can be reinforced, the greater the chances your staff will adhere to policies. Education and training scheduled on a regular basis strengthens data security for your company.

Records Management Center provides businesses throughout Augusta, Evans, Thomson, and Martinez, GA, and Aiken, SC and the Central Savannah River Area with records and information management solutions. To strengthen data security for your organization, please contact us by phone or complete the form on this page.