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Protect Company Data with These 5 Important Steps [Infographic]

June 18, 2020 By Dana Davis 23 Comments

Data is a company’s biggest asset. Should it ever be compromised, the repercussions can be plentiful. If you don’t protect company data, you could lose hundreds of dollars, your reputation, and, in some instances, your business.

Screen Full of Code-Protect Company Data

As you hear about data breaches from big companies, the news likely alarms you. You wonder how you can protect your company from the same. Below are a few suggestions for how to keep your assets from being jeopardized.

Table of Contents

  • 1. Assess What Needs Protection
  • 2. Determine to Store Your Data
  • 3. Put Protections in Place
    • Encryption
    • Password Protections
    • Secure Payment Portals
    • Data Backup
    • Additional Protections
  • 4. Training
  • 5. Plan for the Worst Case Scenario
    • Dana Davis
    • Latest posts by Dana Davis (see all)

1. Assess What Needs Protection

What information do you need to protect? Some types of info might include:

  • Customer data
  • Company financial records
  • Marketing plans
  • Trade secrets
  • Employee records
  • Client contracts

2. Determine to Store Your Data

Where you currently store your data can tell you a lot about how secure it is. For instance, if you store your information in the cloud, you might want to consider investing in software that enhances cloud security. This software will not only secure your data but also back it up in case it becomes compromised for reasons beyond your control.

3. Put Protections in Place

You now know what needs protection. Your next step is to employ procedures that will help you to put protections in place. The safeguards listed below are measures you can take in the office to ensure the safety of your company’s assets.

Encryption

Encrypt files and data that are transmitted via email or stored in the cloud. Encrypting your documents will translate them into codes. Only those who have permission and the correct passwords will be able to decipher the documents.

Password Protections

When it comes to accessing company databases and software, strong password creation is vital. You should ensure that your passwords are unique and not easily identifiable by someone from outside your company. You might need to change your passwords frequently, especially when employees leave your organization.

Secure Payment Portals

Does your business presently collect consumer cardholder information? If so, it is imperative that you are utilizing secure payment portals to keep this information safe.

Data Backup

There are several ways to backup company data. You can save it to another space on the computer, use an external hard drive, or work with a data center. Come up with an adequate procedure for your backups. Your procedure should include how frequently you do your backups and what measures you will use to do so.

Additional Protections

Ensure you have the best anti-virus software, firewalls, and intrusion detection in place. These will ward off a lot of cyber threats that are out there that could compromise your assets.

4. Training

Internal factors, particularly ill-informed employees, can compromise company assets. Employees who are unaware of the risk factors involved with company data breaches and how to prevent them can heighten company vulnerabilities.

You could be at risk if employees access information on a Wi-Fi network or leave software open for others to manipulate. Even losing a company phone could be dangerous. It is essential you provide consistent training on how to protect company data so that your employees are always informed.

Make sure your training includes an agreement form for employees to sign. The form should state they’ve taken the training, understand the risks, and will abide by the policies and procedures set forth in it. This contract removes some of the liability from your firm and also provides peace of mind.

5. Plan for the Worst Case Scenario

Despite your planning and preparation, there is still the possibility that your company assets could be compromised. It is beneficial to have a plan in place to retrieve this information and restore confidence in your business. Having a backup plan will also minimize the blow to your company, vendors, and customers.

  • Identify what data has been compromised and how this loss will impact your company and/or clients.
  • Change your passwords, servers, and storage methods to prevent further intrusions.
  • Assess how the breach happened. Was it internal or external?
  • Contact a data security company to determine how you can prevent future breaches.
  • Collaborate with law enforcement agencies if necessary.
  • If the data breach will impact them directly, notify your customers.
  • Offer assistance as best you can in securing customers’ identities. You should inform clients of the need to contact their credit card companies, as well as three major credit bureaus.
  • Assure customers that you have resolved the matter, and explain how you will protect their information going forward.
  • If necessary, be prepared to offer your customers restitution for their losses.

It goes without saying that in the last few years alone there have been an alarming amount of company data breaches. These have directly impacted customers, as well as the reputations of the firms who have been hacked. The best move you can make to protect your company from suffering the same fate is to plan and prepare.

Nothing is foolproof, and threats are constantly changing. But being prepared ahead of time minimizes your risks and, at the very least, ensures that you’re ready should a breach occur. If you have not yet taken the proper steps, be sure to take action now before it’s too late.

History and Future of Passwords

Backup and Data Storage Through the Ages

Originally published 8/24/16; updated 6/18/20 to add infographic.

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Dana Davis

Dana Davis focuses on small business and the use of gifts to show appreciation in relationships. She researches gifts of all kinds and especially personalized and engraved executive gifts for ExecGiftsBlog.com.
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Latest posts by Dana Davis (see all)

  • 4 Ways To Improve Your Email Marketing Campaigns - January 10, 2021
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  • Cyber Security in the Age of COVID-19: Protecting Your Business from a Data Breach [Infographics] - October 26, 2020
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Filed Under: Privacy and Data Mining, Small Business Advice Tagged With: data, data breach, data protection, Privacy and Data Security

Comments

  1. Sujan Roy says

    July 6, 2020 at 10:23 am

    Hi Dana Davi,
    Your article is really helpful. data Protection is very important for a company. Thanks.
    Sujan Roy would love you to read ..Pc restart without warning Windows 10 problem fix [100% working]My Profile

    Reply
  2. Eva Smith says

    July 5, 2020 at 10:39 am

    Nice blog post about how we can protect our companies data from our competitors. Now a days keeping data secret is very important. Nice blog post keep the good work going.

    Reply
  3. Sameer Atharkar says

    July 2, 2020 at 5:39 am

    All these steps are very important during this time when data is the most important and precious thing!
    You almost covered everything important
    Sameer Atharkar would love you to read ..Podcast 1O1- What Is A Podcast? | All You Need To Know AboutMy Profile

    Reply
  4. Harita says

    June 30, 2020 at 4:10 pm

    Hey Dana, your articles list’s out so many different aspects of data security. Creating awareness among employees and compliance by them is a very crucial aspect.

    Reply
  5. camila says

    June 26, 2020 at 2:36 am

    This is really helpful post for us, i think every startup should follow these steps in order to protect their data & security, which is more important than anything else now.

    You would love to read Support.Microsoft.com/Help To Get Help From Microsoft Support Phone Number

    Reply
  6. Tekkaus says

    June 19, 2020 at 11:04 am

    Business owners will be thrilled with these updated measures to protect company’s most precious information.

    I like the contingency plan whereby one plans for the worst.

    By doing so you will be well prepared for any uncertainties.

    Thanks for sharing.
    Tekkaus would love you to read ..7 Ways To Save Money On Food ExpensesMy Profile

    Reply
  7. Syed Brothers says

    April 20, 2020 at 6:52 am

    I really learned a lot. The step by step guide was very easy to follow thanks for sharing.

    Reply
  8. Ryan says

    April 21, 2017 at 3:48 pm

    These are such great tips for protecting company data! Losing valuable data/files can be really devastating, and these are very helpful! Thanks for sharing this!

    Reply
  9. Christina says

    December 13, 2016 at 11:47 am

    You make a nice point about preparation. While there are no guarantees, it’s a good step to take, as you share.

    Reply
  10. Robert says

    November 2, 2016 at 4:01 am

    Hi Dana,Thanks for sharing the valuable information to protect business data.Company data is very important for business growth so we need to secure data.that’s why we have to take suggestions to protect data.

    Reply
  11. Vijay Kumar says

    September 2, 2016 at 4:08 pm

    Hi Dana,I really found your article very useful and informative for everyone, thanks for this awesome post Dana. You have written this post beautifully. I will surely follow these 5 steps to protect my company data.

    Reply
  12. Gina Davis says

    August 29, 2016 at 5:56 pm

    Hey, interesting I am researching just this right now. I want a safe place to store my clients data, plus notes from sessions. Along with keeping other information, I would love to hear your recommendations for places online for safe, private storage. Look forward to hearing from you…
    Gina Davis would love you to read ..Using Habitica for Business to Change HabitsMy Profile

    Reply
    • Gail Gardner says

      August 30, 2016 at 6:08 pm

      Hi Gina,

      Are you looking to just store client data, or for a way to manage projects using that data? We use Trello extensively which is private; however, it doesn’t really provide a way to keep the data backed up against loss.

      My favorite platform is Wrike. We keep all our projects in it and I use it to manage a huge freelance network. The requests come in from clients, and get assigned to the ghost writer they’re requesting. Everything about each project is discussed within that project. Word Docs and images can be attached. We use custom workflows extensively and my assistants monitor dates to make sure nothing falls through the cracks.
      Gail Gardner would love you to read ..5 Small Business Challenges and How to Overcome ThemMy Profile

      Reply
  13. Tony says

    August 28, 2016 at 7:25 am

    Personal data is important, but the data of a company is more important. To protect the company data, along with encryption, we must take care of corruption or damaged.

    By that, we should use RAID or backup more frequently to protect the data from losing, somehow.
    Tony would love you to read ..How To Print Screen On Mac ComputerMy Profile

    Reply
  14. sangeeta says

    August 26, 2016 at 12:04 pm

    Thank you so much Dana, for posting informative article. This is very useful blog for ours Companies data Protection.Thanks for sharing.

    Reply
  15. Ajay Kumar says

    August 26, 2016 at 9:36 am

    really very inst resting article from you admin… and thanks for this back link…
    commentsluv is very nice plugin for word press websites…
    thanks again
    Ajay Kumar would love you to read ..Airtel 3G/4G Free Internet VPN Working Trick with Psiphon – August 2016My Profile

    Reply
  16. Pushpkant Mahawar says

    August 26, 2016 at 6:21 am

    Thank you for sharing the information here. Its much informative and really i got some valid information. You had posted the amazing article. it was really helpful. I’ll try it!

    Reply
  17. Louis says

    August 25, 2016 at 7:51 am

    They’re definitely important to keep and very important to back everything up and decreasing the chance of losing company data which could badly impact upon the company towards the future.
    Louis would love you to read ..Not Losing Weight? #17 Why You’re Not Losing WeightMy Profile

    Reply
  18. Golam Qauser says

    August 25, 2016 at 4:23 am

    Hi Dana Davis,

    T hank you so much for posting this article. I think every company should follow these 5 steps in order to protect their company data.
    Golam Qauser would love you to read ..Clipping Path Services from Asia Provide Continuous Photo Editing All over the worldMy Profile

    Reply
  19. Peter says

    August 24, 2016 at 2:09 pm

    Thanks for sharing such a informative content. I also try to share useful information for these things in my blog. Your advices was very helpful.
    Peter would love you to read ..Midnight Runners victorious in close league battleMy Profile

    Reply
  20. Tarun says

    August 24, 2016 at 6:10 pm

    Hi Dana,
    This is great post, i think every company should follow these steps in order to protect their data, Data is the most crucial thing for any company.
    Tarun would love you to read ..Xiaomi Mi Notebook Air launched – Check Price, Specs, Features and MoreMy Profile

    Reply
  21. Bella says

    August 24, 2016 at 10:17 am

    Hi there
    you have posted the very important topic , it is the essential part of a company to protect company data , which is most of the time mis used , some of the times company employee only misuse the data , i agree with Harris that training will help it out , but what about employee who misuse , some of the private data should only be kept by the owner and he is the person to access and maintain it . Thanks a lot for sharing such a valuable post , i also got some new ideas about data security of a company .

    Reply
  22. Darrell Harris says

    August 24, 2016 at 2:00 am

    Hello Dana
    Great post! Your article was very well written ,insightful and very informative. Dana those 5 steps are very crucial to protect company data.

    I especially feel training is the upmost of importance. Because if employees aren’t informed or taught how to keep data safe or make sure its secured all the time you are going to have huge security breaches.
    Again thanks for sharing this valuble post/
    Darrell Harris would love you to read ..Wow ! 5 of the Most Expensive AppsMy Profile

    Reply

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