How to secure company data
How to secure company data?

How to secure company data?

The data collected and accumulated within a company is a true treasure much more precious than you could imagine. It is a real bank of information and knowledge that allows the company to progress and grow little by little. It would be a real tragedy if important content were to disappear, to be altered or to be visible to malicious people. If the data were lost, you would have to practically start from scratch to find the essential important information. This article will explain best practices in terms of data protection and backup.How to secure company data?

What are the risks ?

The main dangers of poor security are  data loss ,  data access by people who shouldn’t , and  data corruption . Regarding data loss, which is much more common than you think, here are some typical cases that could occur:

Hard drive crash or miscellaneous failure

Improper handling

computer attack

Theft of computer equipment


Wrongly we tend to believe that these phenomena only happen to others. But it only takes one time to radically change your mind about it. Imagine the time wasted and the impact on the company’s image if a customer database were to disappear. Similarly, imagine what could happen to you if a competitor had access to your detailed financial reports.

Good practices

To combat the main risks mentioned above, there is a list of best practices to follow, which we will try to summarise and group into separate categories:

Protection of physical access:Secure physical access to hardware

Note the entrances and exits to the premisesSet up appropriate anti-theft devices on computer equipment Set up a video surveillance systemHire a security company

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Protection against crashes and failure:

Buy quality computer equipmentKeep track of equipment

Do not carry out installations not provided for by the equipment

Have a power strip protected against surges (storm protection)

Protection against viruses and computer attacks:

Set up well-chosen and sufficiently complicated passwords

Install the appropriate protection software 

Setting up a firewall

Pay attention to what is download and installe (example: avoid downloading software from disreputable sources)

Check that USB keys that connect to the hardware do not contain virusesUse an operating system that receives fewer attacks, such as a 

Linux distribution

Put in place all the necessary protections against computer attacks from the outsideLog all inopportune connections on computer hardware

Educate employees:

When a user walks away from their computer, ask them to block access to their computerMonitor the arrival of individuals that no one knows

Backup systems

The previous recommendations are mainly used to prevent danger, it is still necessary to provide a backup system to prepare for the worst case scenario. These backups should be done fairly regularly. To know the right backup frequency, ask yourself the equivalent of time you would be willing to lose: 24 hours, 1 week, 2 weeks or even 1 month?

You have several options regarding the backup method:

External hard drive:  easy to manage, just plug in the external hard drive and transfer the data to be recorded. With a large capacity. The backup of several computer stations can be manage at the same time. Small tip: IT tools can automate the backup process.USB key:  similar to the hard disk, except that the key is smaller and of lower capacity. It is more practical to provide a backup USB key for each computer station. It is also more practical to store USB keys in a safe, for example.

Burn on a CD/DVD:  method 

A little more constraining because the writing on the CD can require a little more time than to copy/paste files on a USB key. You should consider choosing re-writable CDs/DVDs to be able to overwrite the data from the previous backup and avoid spending a fortune on CDs.

Computer dedicated to backups:  an economical method that consists of recycling an old computer to save data on it. This “system D” makes it possible to limit the purchase of new equipment. In addition, this computer can be connecte to the company network so that each employee can transfer their backups there whenever they want.

Backup Server / Private Cloud:

 Potentially a bit technical, a server can be use to retrieve backups in much the same way as a dedicated backup computer. Some systems improve and facilitate data synchronisation. The main advantage is that the server can be located outside the company at a dedicated host. Thus, the data is secure even in the event of fire, flood or burglary.Software in SaaS mode:  some solutions such as  Dropbox  or  Google Drive  allow a real archiving and recording service in the cloud through a specific user space. Once again, the advantage is that the data is host outside the company. 

The other positive point being that these SaaS software

 Are not only intended to serve as backup, they are also powerful tools to give access to a resource to all collaborators and to promote access to the resources of the company from any medium (Windows computer, Mac, Linux, Tablet, Android smartphone, iOS smartphone, Namely:  in the case of a physical backup medium (external hard drive, USB keys, CD/DVD, etc.), it must be possible to put them in a safe place, outside the company.

 A safe located at the company will not protect these media if there is a fire on the premises. It is also necessary to be careful that one of the backups does not disappear. Without daily monitoring, it is all too easy for a malicious collaborator to steal a USB key containing confidential information. Even if the USB key is brought back the next day, it will have had time to be copied.

Anti-loss tip for your data: create an automatic copy in the cloudCLICK TO TWEET

Can save everything

Dematerialized archiving does not only concern the simple files that you have on your computer. Other resources to consider:

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