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4 Tips On Storing Your Company’s Data Safely

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When running a business, you will inevitably have to deal with storing data. Everything from customer information and financial records to employee information and company secrets is considered data. Whether you’re planning on keeping it physically or electronically, here are four considerations for you to make when storing your company’s data.

Tips On Storing Your Company's Data Safely

1. Implement Data Security Measures

It is crucial to secure your data in a database server to protect it from unauthorized access and modification. There are several ways to do this, including:

Encryption

One of the best ways to keep your data safe is to encrypt it. Encrypting your data makes it much more difficult for anyone to access it without your permission. There are a variety of different ways that you can encrypt your data.

It is recommended to encrypt the whole database with robust encryption algorithms such as AES-256 so that the attacker cannot retrieve information from it in case the database is hacked. 

Use a Firewall

Another great way to keep your data safe is to use a firewall. It will help keep anyone from being able to access your data without your permission, but before implementing it, get in touch with your IT department and check if installing a firewall is recommended for your business model. 

Unique and Strong Passwords

Using a strong password will help prevent unauthorized access to your data. You will want to make sure that you choose a password that is difficult to guess. You will also want to make sure that you change your password frequently.

Use Virtual Machines

If you have a lot of critical data, you should keep it stored in a virtual machine. This will make it much more difficult for hackers to access your data. Additionally, you will be able to keep your data safe from malware and viruses by isolating the server instance in a VM. 

Use Two-Factor Authentication (2FA) When Possible

Two-factor authentication adds an extra layer of security to your data storage by requiring an additional form of identification when accessing the data. This could include a password, a fingerprint, a passcode, and a retina scan. Two-factor authentication helps ensure that only authorized individuals can access the data, making it more difficult for hackers to gain access.

You may have already seen the tool in action when trying to access your social accounts. When you try to sign into your account from an unknown device, the platform will send a unique verification code to you via text or email. Access to the account can only be gained after you enter it.

In the event someone’s trying to access your company’s data without the proper security clearance, not only will the individual be locked out, but you and your security team will be notified of the failed attempt into the server, allowing your business ample time to change passwords and secure data.

2. Implement Access Control

Access control can restrict who can access specific data, as well as what they can do with it. For example, access control can prevent employees from viewing or modifying sensitive data.

Types of Access Control

There are two main types of access control: physical and logical. 

● Physical access control restricts physical access to data, such as by using locks and keys. 

● Logical access control, on the other hand, restricts access to information based on permissions and user accounts.

When it comes to storage, physical access control is often more important than logical access control. This is because data is typically stored in physical devices, such as hard drives and USB drives. If someone gains physical access to these devices, they can easily copy or delete data.

Logical access control can still be helpful. For example, you can use it to prevent unauthorized users from accessing data over a network. You can also use it to encrypt data so that even if someone gains physical access to a device, they will not be able to read the data.

User Account System

There are many different ways to implement access control. A simple one is to use a user account system where each user is a company employee and has the security privilege necessary to access the data they need.

VPN and Remote Access

Lastly, determine how often the information is accessed and from where it can be accessed (such as a remote location). 

If an employee needs access from home or on their mobile device, then their remote location may require increased security measures such as encryption software or VPN connection technology in order for them not to lose their connection when outside of work premises. 

If the proper measures aren’t taken, they could inadvertently expose company secrets by sending sensitive documents via email because they didn’t realize they were no longer connected securely through SSL encryption technologies that protect against man-in-the-middle attacks.

3. Set up a Proper Maintenance Plan

When it comes to your company’s data, you want to be sure that it’s well-protected against loss or damage. A reliable and comprehensive maintenance plan is essential to ensuring the safety of your data. There are a few key components to consider when putting together a maintenance plan for your data. 

Type of Data

First, you will want to consider what kind of data you have and how it’s used. This will help you determine the best way to protect it.

Schedule Maintenance

In addition, you will need to create a schedule for backing up and maintaining your data. This schedule should be followed religiously to ensure that your data is always protected. It provides maximum data recovery in case of a disaster.

Backup Data

Next, you will need to decide how often you need to back up your data. This will depend on its frequency of use and how important it is. Instead of doing the backups manually, consider setting up a system that will automatically do it on a regular basis. 

Establish Disaster Management Policy

It’s also essential to make up specific guidelines to be followed when your database server experiences problems and downtimes. You will need to establish a Recovery Time Objective(RTO) and Recovery Point Objective(ROP) early on in your business. 

When producing the plan, consider how much data you can afford to lose if either situation takes place. What will be your immediate plan? How effective will it be in the short run? And what do you plan on doing to normalize procedures in the long run?

Hire a Consulting Firm

When you are configuring SQL Server, it’s important to make sure that you have a good consultant to help you. This is because a good consultant will be able to help you configure SQL Server in the best way possible. They will also be able to help you troubleshoot any problems that you may have with your SQL Server. If you’re looking for a good SQL server consulting firm, then you should take a look at some of the many available online resources. There are a number of different websites that will allow you to search for a good consultant. You can also read reviews of various consultants to see what others say about them.

By following these steps, you can create a reliable and comprehensive maintenance plan for your data. By doing so, you can rest assured knowing that your data is safe and sound.

4. Don’t Ignore the Importance of Employee Training

When it comes to data safety, employee training is the key to protecting it. You can have the best technology in the world, but if your employees don’t know how to use it properly, your data is still at risk. The vast majority of data breaches are caused by employee error, whether it’s clicking on a phishing email, losing a laptop or smartphone, or falling for a social engineering scam.

Employees Are the First Line of Defense 

To help employees protect the company’s data, it’s recommended to implement a comprehensive training program that covers a wide range of topics, from general security awareness to specific job-related risks.

Your employees need to understand the importance of data security and their role in protecting your company’s information. They also need to know what kinds of threats to look out for and what to do if they see something suspicious.

Continuous and Up-To-Date Training

Your training program should be ongoing, with new and updated information regularly. The threat landscape is constantly changing, so your employees need to be kept up-to-date on the latest risks and how to avoid them.

Job-Specific Training

In addition to general security awareness training, it’s also important to provide job-specific training that covers the risks associated with each employee’s role. Make sure they know the types of data your company stores and which systems are used to store it. They should know how to access those systems and the consequences of failing to protect data.

how-to-store-company-data-safely

Data management and security are integral parts of running a successful company. Keep in mind that there are an array of processes that can allow your company to protect its data better. While the above tips can help, it’s always best to get in touch with a consulting firm to implement measures that will suit your business needs the most.

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