Nowadays, data is one of the most valuable assets that any online company possesses. The way it is managed directly influences its chances of success. This is simply because data is a gold mine of information that can provide many valuable business insights. Examples include the identification of who your clients are, parts in your user’s journey that aren’t as effective as others and, even opportunities for further growth. It’s no wonder data security is so important!
Routine actions such as email or file exchange can expose an organization to potential threats to data security. What are the best mechanisms that can be put in place to protect corporate data?
Air-Tight Security is a Must
To start with, setting up a robust IT structure should be the very first step for any business wishing to succeed. Installing a firewall on all your office computers won’t be enough to fend off cyber attacks that are growing in number each day. Staying on top of the latest updates in online security risks and their solutions is paramount, and can actually be a job on its own. It is becoming increasingly common for companies to hire a credible Managed Service Provider to help ensure their data is protected at all times. In the event of a security breach, your data would be kept safe and any loss to downtime would be limited through a swift recovery solution.
Work With Providers That Value Security as Much as You Do
While your own internal security system may work like clockwork, it would be a mistake to assume that other organizations you partner with or outsource to are working with the same standards. Here are some examples of best practices for improving your business data security:
1. Compliance and Certifications
Before formally engaging in any business activity, it is always good to inquire about their own security protocol. An organization can demonstrate their secure operations through standardized compliance certifications or frequent security audits, often mentioned on their website.
For example, the Industry Standards Organization (ISO) accreditation 27001 is in relation to information security management and indicates that the company would have gone through an official rigorous assessment by a third party. Seeing this can help put your mind at ease knowing that your data will be handled with minimal associated risk.
Certain sectors such as medical and legal fields have established regulations on how related information should be processed. In the case of the healthcare industry where Personal Health Information (PHI) is typically present, professionals are subject to the business associate requirements according to the Health Insurance Portability and Accountability Act (HIPAA) or GDPR requirements as a means of protecting the private nature of this data.
2. Signing an NDA
A typical way to ensure confidentiality of any information shared from a human resource perspective is to ask for a non-disclosure agreement (NDA) to be signed. This will be common practice for any company that has extensive experience working with other businesses where potentially sensitive data is shared. Any resistance to your request to sign an NDA should be met with suspicion. If a company is not willing to value this simple requirement, you are better off seeking out another provider that is on the same page with this.
3. Encrypted Data as a Security Standard
Encryption is another common method of securing important information by converting the data into code so as to prevent unauthorized access to it. One indicator that an online business uses encryption as a protective measure is from the URL of their site. An HTTPS address, as opposed to HTTP, signifies that all data exchanged with their site is encrypted. It would be an even stronger guarantee if any login portals or access points to their service platform use TLS or SSL encryption. This credential provides protection against any internal or external security threats.
4. Geo-Filters to Control Where Your Data Can Be Accessed From
It may be more of a challenge to guarantee corporate data security when you are working with employees or providers based remotely. The risk of threat rises with an increase in need to transfer data online. An international workforce based in different physical locations is now the norm in our globalized world.
Geo-location limits can be enforced to prevent any information from crossing borders where data is not allowed to leave the confines of a specific geographical area. Geo-fencing filters access to information on a need-to-know basis for authorized users. An extra layer of protection can include breaking down a project into micro-tasks and blindly assigning them to different employees in separate locations. In the case of highly sensitive information, you may request a background check for the specific employee that will be handling your information for extra precaution.
At TranscribeMe, we provide best-in-class confidentiality and security with our transcription services because we understand and value our responsibility to protect the data we are entrusted with. Contact us today for a custom quote tailored to your enterprise needs!