A business has much to contend with, especially in the online world. Many online attacks and malware have to be managed in order for the business to survive. However, the internal protocol of how data is dealt with is just as important as dealing with external security threats.
Of course, a business likes to trust its workforce, and in many instances it is able to. But there is no problem with taking some simple precautions that will help safeguard your business further.
Only Give People Access to What They Need
The viewing of customer data means that the person viewing it is of high morals and trust. As such, it is important that sensitive customer data is not available freely unless it is needed for a specific query. Customers can be very wary about giving data to a company in the first instance due to all the horror stories about identity fraud. As such, a business owes it to a customer to ensure that information is only read as and when it needs to.
There are a number of ways to help manage data in this regard. For example, some software leaves a paper trail of who has entered the account. This allows the relevant department to liaise with those who have entered an account but not left an annotation as to why.
A simple password system can also ensure that people are only accessing programs they need in order to do their job. For example, a customer service representative will not need to look at a customer’s financial records unless the query calls for it, so any access for this user should be limited.
Ensure You Carry Out Background Checks on All Employees
While it may be wonderful to take everyone at face value, it’s a practice that businesses can ill afford. Every business has been subjected to the odd white lie on a CV, but some lies can be more excessive than others.
Not carrying out a background check means that business is willing to risk the data it holds about its customer, which can have huge ramifications. Some businesses may be concerned that they will offend potential employees, but for the most part many applicants expect to have some sort of check carried out on them, especially with a role that sees them dealing with customer data.
Not every company will have an in-house department that is able to vet all those who are potential candidates. Fortunately, there are many companies who can offer this service. Companies such as the Criminal Record and Barring Service are able to offer businesses prompt disclosures to help speed up its recruitment process. Similarly, uCheck is able to offer companies disclosures that cover credit history, DVLA checks and criminal records.
Ensuring that all your candidates are vetted in the correct way means that there are less problems moving forward, allowing successful candidates to receive the necessary training and get started in their new position.
Ensure All Software is Corporate
As well as ensuring that all security patches are downloaded and all antivirus software is up to date a business shouldn’t encourage the installation of third party software by employees. Although social networks and gaming apps can be seen as fun in the first instance, a simple mistype can see a customer’s data posted to a social network.
To avoid instances such as this, internet access should be restricted, with access to social networks and emails blocked as to not allow any leaking of data. Encourage members of staff to use the communication tools provided to them, which will ensure all data is dealt with in the correct way.
The managing of staff and how data is used can be simplified if everyone is aware of the rules early on. The more that the protocol isn’t followed, the more risk a business can bring to its customer’s data.