4 Steps You Can Take to Protect Your Digital Documents and Data

With businesses now going online for most of their operations, it opens numerous opportunities for cybercriminals to target their company and client data for their illegal activities. In recent years, major data breaches have been reported that caused the temporary shutdown, and businesses with huge IT teams created to stop the threat are not exempted from these breaches.

Because of these data breaches, businesses and companies of all sizes and industries are investing thousands to protect their digital documents and data. If you want to add simple yet effective steps to your existing data protection strategy, here are 4 we recommend:

Step 1 – Classify Data

While collaboration is vital for a company’s growth, not all company documents and data should be open to all employees. Some of these documents may contain sensitive information that only the higher-ups should have access to. If it falls into the wrong hands or is modified incorrectly, it can cause problems for the entire company.

To prevent this, it is recommended that the company has a data classification system which highlights how documents will be classified based on the information they possess. For example, suppose a document has sensitive information such as financial statements, passwords and business secrets. In that case, it will have the highest classification and can only be accessed by those with the highest clearance.

Some programs can help businesses do this automatically and even provide employees with a guide to handle certain emails and documents internally.

Step 2 – Always Backup Your Files

Backing up your files regularly is a must when you are trying to protect your data from any cyberattacks and other events. If you get hit by a cyberattack or your data becomes corrupted due to power failures and other events that caused your servers to shut down prematurely, you can easily restore the lost data if you have a backup made.

While you can opt for a manual backup for your files, it is best to do it automatically on a set schedule because this will reduce your workload immensely. There are programs available that do automatic data backups for commercial use.

Step 3 – Use a VPN Service

A Virtual Private Network (VPN) can also keep your data safe. VPNs create an encrypted connection that will prevent hackers from identifying your true IP address, which they need to hack your server. This feature is essential if your employees wish to connect to the company network or access sensitive documents from their homes or while they are abroad.

It is important to note that while there are free VPN services, getting a paid subscription from a reputed provider is best. Paid VPN subscriptions often come with additional services that guarantee data security, such as dedicated servers, unique IP addresses and others.

Step 4 – Track All Shared Data

You need to make sure that you have a means of monitoring who accesses the documents and data distributed within the company. You should also have a system to prevent unauthorised access to these documents. Check for programs that allow you to have a clear record of data activities and immediately remove unauthorised users from the system.

With how easy it is to have your documents and data misused online, you must have a robust data protection strategy in place to keep you protected. Once it is in place, you can be reassured that your data is protected 24/7 and only the right people can check your documents.

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