Protection from Data Breach
Today, virtually all businesses collect and store personal information about customers, employees and others. The frequency of data breach – the theft, loss or mistaken release of private information – continue to make headline news.
A data breach isn’t just a big business problem; small and medium-sized businesses with fewer data security resources are particularly vulnerable.
As a result, it’s important for businesses of every size to take steps to prevent a data breach. Here’s how in 10 steps:
1) Only keep what you need
- Inventory the type and quantity of information in your files and on your computers.
- Reduce the volume of information you collect and retain only what is necessary.
- Don’t collect or keep information you don’t absolutely need.
- Minimise the number of places you store personal private data. Know what you keep and where you keep it.
2) Safeguard data
- Lock physical records containing private information in a secure location.
- Restrict access to that information to only those employees who must have access.
- Conduct employee background checks.
- Never give temporary employees or vendors access to personal information on employees or customers.
3) Manage use of portable media
- Portable media, such as DVDs, CDs, and USB ‘flash drives’, are more susceptible to loss or theft.
- This can also include smartphones, MP3 players and other personal electronic devices with a hard drive that ‘syncs’ with a computer.
- Allow only encrypted data to be downloaded to portable storage devices.
4) Destroy before disposal
- Cross-cut shred paper files with private information you no longer need before disposal.
- Destroy disks, CDs/DVDs and other portable media before disposal.
- Deleting files or reformatting hard drives does not completely erase your data.
- Instead, use software designed to permanently wipe the hard drive or physically destroy the drive itself.
- Also, be mindful of photocopy machines, as many of these scan a document before copying. Change the settings to clear data after each use.
5) Update procedures
- Do not use National Insurance numbers as employee ID numbers or client account numbers; develop another ID Make sure that your procedures comply with any applicable laws or legislation. Also, make sure that they align with any applicable industry required standards, such those that may be required by the Payment Card Industry (PCI) Data Security Standard.
6) Educate/train employees
- Establish a written policy about privacy and data security, and communicate it to all employees.
- Require employees to put away files, log off their computers and lock their offices/filing cabinets at the end of the day.
- Educate employees about the different types of cyber attacks, what types of information are sensitive or confidential and what their responsibilities are to protect that data.
7) Control computer usage
- Restrict employee usage of computers to business use.
- Do not permit employees to use file sharing peer-to-peer websites or software applications, block access to inappropriate websites and prohibit use of unapproved software on company computers.
8) Secure computers
- Implement password protection and ‘time out’ functions (requires re-login after period of inactivity) for all computers.
- Train employees to never leave computers unlocked or unattended. Restrict tele-commuting to company- owned computers. Require the use of strong passwords that must be changed on a regular basis.
- Don’t store personal information on a computer connected to the Internet unless it is essential for conducting business.
9) Keep security software up-to-date
- Keep security patches for your computers up-to-date.
- Use firewall, anti-virus and anti-spyware software; update virus/spyware definitions Check your software vendors’ websites for any updates concerning vulnerabilities and associated patches.
10) Stop unencrypted data transmission
- Mandate encryption of all data. This includes data ‘at rest’ and ‘in motion’. Also consider encrypting email within your company if personal information is transmitted.
- Avoid using Wi-Fi networks; they may permit interception of data.