Data security is an evolving and endless cycle that will always need to adapt to changes in the business and digital landscape. In the ever-changing world we live in that is driven by innovation, new technologies will be introduced at the enterprise and consumer level that will change the way employees and clients interact with data. It is vital that all businesses be aware of ways to easily increase data security and maintain control over the access and transfer of sensitive documents.
File sharing is culprit #1 when it comes to losing control over your data security. More often, consumer based file sharing solutions (like Dropbox, Hightail, Mediafire, etc.) that are common with employees are mistaken for secure. Businesses should be aware there are risks involved with allowing users to use consumer grade file sharing applications rather than a more business focused solution. Here are 3 things that your business should focus on when looking for more data security.
1. Get Off the Cloud
Having your files in the “cloud” means that they are out of your control. Do you know where the datacenter is that stores your files? Do you know how many copies are being produced at other locations? Can you track where a file has been and who has access to it? You probably can’t, and that lack of control for certain data can be risky and non-compliant. The only way to give your company more control is to bring your solution on premise. This will allow you to know where your files are and who has access to the physical storage.
2. Have Records and Logs for Everything
Make sure you know everything that is happening with users and files. If someone deletes or shares critical files, a logging system with activity records will be able to help detect the root cause. By having a way to track actions of users (both internal and external) and files puts more compliance and security around your network. Everyone can be held accountable for his or her actions without any dispute.
3. Put Access Restrictions and Permissions in Place
Employees and clients should only be able to access what they have permission to. By allowing people to see and interact with files that are outside of their role is a dangerous gamble. By putting simple access restrictions in place businesses can easily avoid the temptation and curiosity of employees manipulating important files and data. User permissions are also something that can be beneficial to companies by not allowing certain actions to occur to files (deleting, moving, copying, renaming, sharing, etc.).
By putting these 3 things in place at your company, you instantly have more security around your business files and stored data. Of course this isn’t a guaranteed combination that will prevent every breach and leak, but it will give you the basic tools to have the compliance in place you need to account for security lapses.
Contact SmartFile today, 877-336-3453, to learn more about what we can do to help increase your data security.