Nearly every business operates primarily over the internet. Even businesses that are more physical store and share information electronically. While this makes information quicker and easier to access for employees, it can also make it easier to reach by those with bad intentions. Thankfully, there are ways to safeguard client information.
Keep Data Encrypted
You should keep some sensitive data stored unencrypted on a separate disc, but electronic data files and information should be encrypted to prevent giving an easy target for cyber thieves.
Don’t Share Servers
In some cases, you may choose to share a server for different sites and programs between employees in order to save money. But this can cost a lot more in the long run if that information is breached, damaged or stolen by an outside source. Having a dedicated server specifically for client information is crucial.
Maintain High Quality Malware Defenses
There are several malware monitoring services that allow you to track activity on your websites and servers. Malware is a variety of viruses and malicious codes that can damage or destroy information. Some are also designed to lock the user or owner out of the website. Without a monitoring service, you may not know that something is wrong until it’s too late. This defense can notify you of any suspicious activity or code that it recognizes as malicious or foreign.
Be Careful When Granting Access
Not granting access to all employees isn’t a show of distrust but limiting who has access to sensitive personal information lessens the risk of damage or loss to clients’ personal data. If employees don’t need access to this information in order to perform their jobs, it may be in your best interest—and the clients’—to restrict access to those few who need it.
Wipe Physical Documents and Hard Drives
There is a reason there are laws about destroying hardcopy information even once it is electronically stored. Vital documents should be returned to their owners. If the client happens to leave or their data needs to be removed, it should be wiped completely, including any hardcopy documents that may have their information.
Safeguarding client information is a huge necessity. Along with the above steps, make sure your agency is insured with a cyber liability insurance policy that can handle instances involving lost, corrupt or stolen client data in the face of a cyber hacker or other incident.