Nowadays, almost every organisation is dependent on data. A valuable store of information - both in terms of real-time intelligence and future opportunities for analysis and reference – data can underpin the performance of a business.
However, as data is increasingly stored online, it also presents a risk that few companies are well-equipped to deal with. To help keep your digital information secure, we’ve got some tips on how to mitigate risk when storing and accessing your data.
Safeguarding Your Devices
Viruses and spyware pose an ever-present threat to your systems; it’s all too easy for an employee to open fraudulent emails or download threatening software. When hackers successfully infect a PC, they can access almost anything on your system – including business-critical data. Installing firewalls and anti-virus software is therefore essential if you want to protect your data from external threats.
Data on the Move
As remote working becomes increasingly popular amongst businesses of all sizes, more and more employees are accessing work systems in public places such as cafes. Whilst flexible working has its benefits, the potential for hackers to attack your systems when accessing WiFi in public places is a huge problem.
To prevent this from happening when your team access your corporate network or data remotely, it’s a smart idea to establish a virtual private network (VPN). This creates a secure connection from your laptop to the corporate network, with the internet simply used as a transport system between them. Data is encrypted before it leaves your employee’s device, preventing potential hackers from reading sensitive information.
Cautious Cloud Usage
Cloud computing offers a convenient and straightforward way to store, access and share data. However, with so many options available it’s crucial not to be driven solely by costs when choosing a storage system. Finding an enterprise-grade system that has the capacity and features suitable for your business requirements is essential when searching for cloud solutions. Particularly sensitive or valuable data should always be confined to your corporate network.
Future-Proof Storage Systems
You may find a storage system that meets your exact needs now, but will it protect your data for the lifespan of key digital documents? Typically, electronic document management systems (EDMSs) last 5 years. Fail to plan ahead, and you could face time-consuming and costly processes to replace these systems…. or risk losing data altogether.
Does your supplier have open standards and provide easy access to your data? Precautions such as creating metadata can give you peace of mind about admissibility, in case problems do arise later down the line.
Keeping your digital documents – and the data within them – secure can be a constant battle for businesses. However, by finding a trusted partner for your data storage needs, you can have confidence when going paperless within your organisation. Create a secure infrastructure for your corporate systems and choose a reputable company for electronic data management, to mitigate risk and make accessing your data safe and simple from anywhere in the world.