With incoming GDPR legislation forcing businesses to look at how and why they keep sensitive data (you can read our blogs on GDPR here and here), the thought of storing confidential information in the Cloud can seem daunting to even the most security conscious companies. Yet the Cloud can offer many benefits to businesses, and with remote working consistently showing its positive impact on many aspects of business life (productivity and employee well-being are two such examples), Cloud storage looks to be the future for many businesses. So when moving to a Cloud based storage system, how can you ensure that any information you store online stays secure?
First of all, as preparing for GDPR tells us, companies will now be more accountable for any personal data that they have gathered. To be compliant with the new legislation, businesses are required to document how they process personal data, along with what data protection policies they have in place. With miscellaneous error the top cause of data hacks, making sure that your employees are fully informed as to the required security processes when handling data is crucial, put that into a process that also includes routinely monitoring and updating your security software, add in a documented procedure for secure deletion of unwanted data, and your business has taken its first essential steps to being cyber secure.
Secondly, in order to stay safe online, consider what data you could take offline. Certain documents, such as your business’s accounts, are legally required to be kept for a certain number of years. Digitising these records and only accessing them on a non internet connected PC (remember those!) will ensure any sensitive data on these is simply inaccessible if any security breaches were to happen. When digitising your documents, look for a company such as ourselves that securely transforms and archives your documents, so any users (on that non internet connected PC) can easily retrieve the information needed. Adding encryption to the hard drive of this computer will enhance its security and, thanks to online guides, can be done in house in even the smallest company. And those paper documents? We’d suggest moving to a secure, CCTV monitored and climate controlled storage facility (our blog on why we think these are essential for business storage can be accessed here) that you access only when you need the paper version.
As the rate of internet usage continues to rise, and in the past year of 2017 seeing a number of high profile security breaches, keeping sensitive data safe online needs to be an integral part of business. We hope our blog has given your some useful starting points and if you’d like to hear more about the services we offer, just get in touch!