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Essential Tips For Protecting Your Business Data

Essential Tips For Protecting Your Business Data

Large corporations have invested time and resources in hiring the best professionals available in the IT area to provide their knowledge in data protection. But what is the big deal with securing our digital information that it has become an entire business on its own?

    An old saying goes, time is money. These days, we should rephrase it along the lines of information is money. No one could ever doubt how valuable data acquisition is today and how important it is to create your data bank of reliable sources, from ultra-competitive brands like Apple or Samsung, to whom suffering an information leak would translate in the loss of thousands or millions of dollars out on patent royalties, to small businesses that can’t risk their investments.

    1. Identify the sources of threat

    By saying business data, we don’t only refer to written information that came out of the investigation, but also to financial data, human resources data and so on.

    Potential threats to your business are labeled as:

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    1. Unintended disclosure: Also commonly known as “leaks.” This is prone to happen when non-disclosure terms are not adequately established, and people start sharing semi-confidential content through social media (most commonly Facebook, but can be by fax, mail, letters or phone calls).

    2. Hacking and Malware: From DoS attacks to wiping out your data, hackers can do an unprecedented amount of damage depending on their intent. Cyber-kidnapping is one of the latest trends on this behalf, where hackers encrypt your hard drive and demand a certain (high) amount of money to decrypt it – otherwise, you will end up losing your data.

    Corporations geared towards software testing and development, banks, manufacturers and health-related companies are the primary targets of hackers.

    3. Lost/Stolen Mobile Devices: Tablets, phones, flash drives, CDs, laptops and such, which contain sensitive information about your company.

    4. Intended disclosure: Also can be labeled as “spies.” People who, after securing a deal with your competitors, leak vital data from your business to them.

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    2. Set hierarchy for accessing data

    Not every employee, especially newcomers to your organization, should have access to sensitive data. That’s the first step towards a secure organization regarding its IT policies.

      Full-access or master login to your servers should be highly restricted, even for your IT managers, as you never know when your data can get leaked and who’s to blame in those circumstances.

      3. Data encryption: A must-have

      Another choice to make is to acquire data encryption software for your servers, computers and laptops alike. This decision has two aspects to consider:

      1. Does your company have a potential risk of hacker’s attacks?: The answer to this question depends on the amount of staff you have, the way your business ranks in both local and international market, and the area where you happen to work. A creative artist won’t suffer the same level of harassment as banks or law firms, for example.

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      2. Do you require portability? For some brands, traveling is as important as the air they breathe, so having your laptops encrypted is a must. Why? Because, depending on your software, you can make it nearly impossible to decrypt data without the user’s password. This is crucial to enact as a countermeasure against stealing sensitive information.

      4. Stronger passwords for the most reliable protection

      Passwords are under constant attacks from hackers, who would try every possible way to crack it.That’s the reason for setting stronger passwords at your workplace.

        Make it a requirement for your staff to set passwords with more than eight characters, including the following items:

        • Up and lowercase letters
        • Special characters like _ # ! or / (better if done twice through the password)
        • Numbers

        Don’t use the same password for all sensitive data if you are at the top of the hierarchy. Passwords should be changed quarterly to ensure extra protection.

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        5. Keep your software up-to-date

        Regardless of the operating system you use, keeping your software in line with the latest updates is an easy yet effective way of protecting your business data, since malware evolves constantly, and these updates ensure that potential security vulnerabilities get patched up.

        6. Secure access to your network

        As a countermeasure to prevent outsiders from accessing your network, you should set your WiFi SSID hidden and encrypted, so no one can use your Internet connection unless you allow them to do it. Large companies use their VPNs to provide secure access, even when working remotely.

        Featured photo credit: Pixabay via pexels.com

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        Last Updated on September 11, 2019

        Why To-Do Lists Don’t Work (And How to Change That)

        Why To-Do Lists Don’t Work (And How to Change That)

        How often do you feel overwhelmed and disorganized in life, whether at work or home? We all seem to struggle with time management in some area of our life; one of the most common phrases besides “I love you” is “I don’t have time”. Everyone suggests working from a to-do list to start getting your life more organized, but why do these lists also have a negative connotation to them?

        Let’s say you have a strong desire to turn this situation around with all your good intentions—you may then take out a piece of paper and pen to start tackling this intangible mess with a to-do list. What usually happens, is that you either get so overwhelmed seeing everything on your list, which leaves you feeling worse than you did before, or you make the list but are completely stuck on how to execute it effectively.

        To-do lists can work for you, but if you are not using them effectively, they can actually leave you feeling more disillusioned and stressed than you did before. Think of a filing system: the concept is good, but if you merely file papers away with no structure or system, the filing system will have an adverse effect. It’s the same with to-do lists—you can put one together, but if you don’t do it right, it is a fruitless exercise.

        Why Some People Find That General To-Do Lists Don’t Work?

        Most people find that general to-do lists don’t work because:

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        • They get so overwhelmed just by looking at all the things they need to do.
        • They don’t know how to prioritize the items on list.
        • They feel that they are continuously adding to their list but not reducing it.
        • There’s a sense of confusion seeing home tasks mixed with work tasks.

        Benefits of Using a To-Do List

        However, there are many advantages working from a to-do list:

        • You have clarity on what you need to get done.
        • You will feel less stressed because all your ‘to do’s are on paper and out of your mind.
        • It helps you to prioritize your actions.
        • You don’t overlook so many tasks and forget anything.
        • You feel more organized.
        • It helps you with planning.

        4 Golden Rules to Make a To-Do List Work

        Here are my golden rules for making a “to-do” list work:

        1. Categorize

        Studies have shown that your brain gets overwhelmed when it sees a list of 7 or 8 options; it wants to shut down.[1] For this reason, you need to work from different lists. Separate them into different categories and don’t have more than 7 or 8 tasks on each one.

        It might work well for you to have a “project” list, a “follow-up” list, and a “don’t forget” list; you will know what will work best for you, as these titles will be different for everybody.

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        2. Add Estimations

        You don’t merely need to know what has to be done, but how long it will take as well in order to plan effectively.

        Imagine on your list you have one task that will take 30 minutes, another that could take 1 hour, and another that could take 4 hours. You need to know the moment you look at the task, otherwise you undermine your planning, so add an extra column to your list and include your estimation of how long you think the task will take, and be realistic!

        Tip: If you find it a challenge to estimate accurately, then start by building this skill on a daily basis. Estimate how long it will take to get ready, cook dinner, go for a walk, etc., and then compare this to the actual time it took you. You will start to get more accurate in your estimations.

        3. Prioritize

        To effectively select what you should work on, you need to take into consideration: priority, sequence and estimated time. Add another column to your list for priority. Divide your tasks into four categories:

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        • Important and urgent
        • Not urgent but important
        • Not important but urgent
        • Not important or urgent

        You want to work on tasks that are urgent and important of course, but also, select some tasks that are important and not urgent. Why? Because these tasks are normally related to long-term goals, and when you only work on tasks that are urgent and important, you’ll feel like your day is spent putting out fires. You’ll end up neglecting other important areas which most often end up having negative consequences.

        Most of your time should be spent on the first two categories.

        4.  Review

        To make this list work effectively for you, it needs to become a daily tool that you use to manage your time and you review it regularly. There is no point in only having the list to record everything that you need to do, but you don’t utilize it as part of your bigger time management plan.

        For example: At the end of every week, review the list and use it to plan the week ahead. Select what you want to work on taking into consideration priority, time and sequence and then schedule these items into your calendar. Golden rule in planning: don’t schedule more than 75% of your time.

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        Bottom Line

        So grab a pen and paper and give yourself the gift of a calm and clear mind by unloading everything in there and onto a list as now, you have all the tools you need for it to work. Knowledge is useless unless it is applied—how badly do you want more time?

        To your success!

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        Featured photo credit: Emma Matthews via unsplash.com

        Reference

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