A security breach has detrimental consequences for your company. If sensitive information is obtained through a security breach this can cause legal issues, make your company vulnerable to blackmail and affect your bottom line. Even the most effective IT solutions need to be combined with policies for employees.  

Invest in a Password Manager 

It is common for employees to be working from several devices. Your risk increases with each device an employee works from. It is important that employees authenticate passwords on each device they are working from. 

Password managers are a worthwhile investment. This type of software allows you to use one password for all accounts across all devices. It doesn’t compromise the security of your accounts because password managers store every password. This way, each account still has a unique and different password. 

It is important to note that you should train your employees in best practices for creating complex passwords to strengthen your security. However, most password managers have an option to create strong passwords for you. 

Two-Factor Authentication

Two-factor authentication adds an extra layer of security in case passwords become compromised. It requires some type of verification in addition to a password. This can include answering a security question, SMS messaging, or a phone call. You should enable this on any cloud-based service or on any accounts that contain sensitive information.  

Guidelines for Company Cell Phones 

Employees should not have access to company cell phones without being trained in security for these devices. Strictly enforce that all company cell phones have a passcode. Ensure any sensitive information can be remotely removed from the phone if it is lost or stolen.  

Most people will act responsibly if they are in possession of a device with sensitive information on it but you should consider adopting these practices into a formal policy so they can be enforced. Mobile devices should never be left unattended in a vehicle or elsewhere. If an employee needs to be away from the phone, it should be left somewhere secure. Employees should not provide access to their devices to anyone.  

Data Encryption

Data Encryption for files on laptops is a must since laptops are more prone to getting stolen than desktops. It is a good idea to do this on all devices to create safe habits and in case someone ever got access to a desktop who isn’t supposed to. Encrypt all files you wouldn’t want anyone getting access to who doesn’t have permission. Even if you are sharing files securely or backing up to a cloud, it provides an extra layer of security. 

Secure Work Flows

Set policies in place to ensure that projects and files are handled responsibly and securely. Enforce passwords on files that contain sensitive information. Take advantage of read-only settings if you don’t want information being changed or altered. Use cloud-based services and shared drives to store, backup, and share files securely.  

Implement Employee Security Training

Schedules fill up fast with the amount of different training you need to provide for your employees. It may be tempting to neglect online security training but employees need to be educated about the risks associated with mishandling sensitive data. 

Train employees about the importance of investigating unusual links or attachments in emails. Ensure you have a process in place in case anyone receives a suspicious email or if anyone clicks on a malicious link. Prepare for potential security threats so you have a plan in place if anything happens.  

Additionally, stay up-to-date on recent security threats and review these periodically with employees. Aim for monthly meetings to reinforce online security and responsible web use with employees. 

Conclusion

Whether your business is big or small, you need security policies in place. Even if you are a sole proprietor, sensitive information needs to be protected for the sake of your business and clients.  

If your business is vulnerable to security threats Keystone Technologies can help. Contact us today to learn about our security services and solutions.