Four ways your business could lose data

Data loss happens unexpectedly, often causing a domino effect of financial and legal consequences for your company. Prevention begins by knowing where the risks to your business information lie, and how to eliminate them. Here are four ways your business could lose data:

1. Cyber Attack

Cyber attacks are a daily occurrence, affecting thousands of businesses daily. They come in many forms, including phishing, botnets, web applications, malware, ransomware, and distributed denial of service (DDoS) attacks.

Passwords are one of the first lines of defense against cyber attacks, and the more secure they are, the safer your business systems and applications. Make sure your passwords are complex, with a combination of numbers, upper and lower case letters, and special characters. Passwords should be changed every 90 days at a minimum, and never shared or written down. When given the option, take advantage of multi-step authentication. You can also protect your system from attack by keeping all security software, operating systems and applications up-to-date using tool like:

  • firewalls
  • virtual private networks (VPNs)
  • wireless encryption

2. Disaster

A fire, flood or natural disaster may seem like a remote possibility, but the ugly reality is that just one catastrophic event could destroy all of your business data. You can protect your vital business data by creating regular backups and storing them away from your all business locations. A professional media vaulting service is the ideal solution for storing your data offsite.

The clean and controlled environment inside a purpose-built media vault is designed for the long-term protection and preservation of backup tapes, hard drives, CDs, DVDs and Blu-Ray disks. Temperature and humidity levels are maintained at levels that prolong the life of your media. Special measures are taken for different types of backup media. For instance, backup tapes are stored on specialised racks in an upright position to prevent cartridge warping. A data protection service can pick up and deliver your backup media while keeping it secure every step of the way.

3. Dumpster Diving

 Identity thieves aren’t above rummaging through your trash. The easier you make it for employees to destroy sensitive and confidential records, the less chance your information will end up in a rubbish bin where it may be stolen.

Outsourced shredding and destruction eliminates time-consuming and tedious in-house shredding processes that increase the likelihood of documents and files being improperly disposed of. With a scheduled shredding service, secure collection containers are placed next to printers, photocopiers, or other convenient collection areas in your office. Your staff can quickly and easily drop any document into the container—even whole files. Then, on a scheduled basis, the containers are professionally collected and the contents destroyed, giving your clients—and your business—unrivaled privacy protection.

4. Insider Theft

Trust may run high in your company, but no organisation should underestimate the threat of dishonest employees. Whether through malicious intent or simple snooping, unathorised access to sensitive information is a breach of privacy.

Any confidential documents should be stored off-site in a record centre where access is limited to screened records management professionals, and the facility is equipped with features that include:

  • external perimeter security
  • 24-hour internal staffing
  • interior motion detectors
  • sophisticated fire detection and suppression technology
  • secure loading and unloading areas

Each box and file is barcoded and entered into a tracking database so you have complete control of your information.

We hope that understanding the many ways your business could lose data helps you put the right information protection systems in place.

Please contact the File Queen for a free consultation or further information filequeen@archivestorage.net

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