Protecting business data effectively involves addressing all the methods in which business data is created, accessed and stored. In today's business climate information can be accessed using traditional means i.e. filing cabinets, individually through communication with employees, and technologically via computers. This article will discuss business data protection in terms of three key areas 1) types of business data, 2) data protection methods and 3) strategic tips and techniques for protecting business data.
Types of business data
The myriad of business data requires different solutions for each type of data. Since the types of data held within a business may be transmitted and retained using varied means, a range of business information solutions may be necessary to protect the multitude of business data and means by which it exists and is transferred within the business and outside the business. Several types of business data include the following:
• Business communications
• Transactional data
• Stored information
• Client records
• Employee information
• Individually retained knowledge
As evident in the above list, business information cannot easily be kept safe using a single method alone due to the diversity of the data. Consequently, an enhanced and comprehensive data protection plan may be advisable in order to protect the several types of business information that flows throughout and beyond a business on a daily basis.
Data protection methods
1. Technological business data protection
Computerized information storage has increasingly become a primary means by which to store business records, facilitate daily operations and communicate with clients and other office locations if any. This means that information technology security is a significant matter if business information is to be protected. There are several methods by which computerized information can be protected, be it client information, corporate communications or stored records and data.
• Data encryption: Data that is encrypted embeds information within 'non-readable' code
• Computer settings: Computer settings include cookie access, cache clearing, recall settings etc.
• Firewalls and Virus protection: Protect computers from hackers and malicious code
• Business intranet: Retains business activities within the business
• Isolated internet access: Limits access points to the business computer system
• Password login access: Helps protect information on individual work stations and computers
• Limited wireless access: Reduces hacking and external viewing of data
• Natural hazard protection: In the case of fire or flood, data may be protected in two separate locations
2. Protecting non-computerized business data
Since business data is also stored using traditional means, protecting this type of data is also important in maintaining financial security. The methods and means by which non-computerized data can be protected may be significantly different than digital methods and pertain largely to paper records but does not necessarily exclude verbally transmitted information. A few methods to protect non-computerized data are provided below:
Lock filing rooms and/or cabinets
Keep confidential information hidden
Maintain and store financial records on a non-network connected computer
Store important data on flash drives or on IT department drives
Security guards and surveillance equipment
Keep commercially sensitive information private
Use safes and fire protected storage for highly important data.
Secure access to the business and rooms within the business
3. Individual data protection methods
In addition to computerized and non-computerized data is that information that is retained by the individual him or herself. Such information is mobile, and subject to different risks than business data of other types. As such, protecting business data that is individually retained involves a few 'common sense' practices that is both affordable and time tested.
• Redesign the flow of information so it is streamlined and/or better protected
• Conduct confidential telephone conversation in private
• Discuss business plans and operations in closed room meetings
• Carry business data in a safe and secure location
• Avoid taking business information to personal events
• Refrain from speaking openly about important business activities
Strategic data protection tips and techniques
The above methods for protecting business data are not exhaustive and are more tactical in nature. Thus, additional plans for data protection that are longer term and take into account other scenarios and situations can also be necessary. These techniques may not necessarily be implemented on a daily basis, but might be best considered as aspects of an overall business information protection plan.
• Legal protection
Legal protection includes state regulation of corporate trademarks, patents and copyright protection, and legal liability and recourse for infringement of business property. Having access to a specialized attorney who is able to handle such cases can be vital to a businesses success should litigation ensue.
• Security systems
Deterring would be thieves of proprietary business data may be accomplished through the use of security systems such as surveillance, digital access devices, building alarm systems, security guards and services, and if need be debugging equipment.
• Cost management
Keeping the cost of business data protection reasonable is also a factor. Assessing the risk probability of compromised data and developing a cost effective strategy that takes into account those risk factors may be helpful. If a building is shared, combining resources with other businesses may lower costs as well.
• Information technology
Information technology whether it is software, hardware or programming is quite relevant to business data protection in many businesses. Familiarizing with the different risks and potential solutions may be recommendable prior to consulting an IT specialist, supplier or consultant to help ensure one is receiving the most logical and affordable solution.
• Purged, and discarded data
Over time some business information no longer has value to a business or is no longer required to be retained. In such cases, sensitive information may still be held on discarded records. For this reason the uses of shredders, hard drive erasing, and secure disposal of purged data may be advisable.
In summary, business data protection is a multifaceted endeavor involving short-term and long-term methods that help secure a multitude of types of information. Whether the information is digital, paper or individual, it is potentially subject to theft, loss, or hazard and should therefore be protected if such goals are of concern to the business.
The means for protecting business data provided in this article can serve as a guideline in becoming acclimated with the potential risks and techniques involving business data protection, but is not an exhaustive elaboration of all the data protection techniques and data risks. Data protection is an aspect of business activity that could potentially cost a business in terms of competition, asset protection, and operationally and therefore is a factor that may be considered within overall business operations.
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