Are the most important and confidential files for your company stored on the computer? What happens when a disgruntled staff member leaving the company, just happens to take those files with them? The worst part is, once those very important documents leave your office, you won’t have any control over what is done with them.
As Brisbane’s leading provider of corporate IT consulting, at CCSiT it’s our goal to ensure your company makes the right IT decisions. No matter how much you may trust your staff, data theft is a serious issue and that’s why we urge you to implement an IT Data Policy with your company.
While every business operates differently, we have compiled some general guidelines that you can follow, to prevent data theft in your company.
1. Determine policies and staff expectations
The first step is to draft up your policies and very specifically state what is acceptable and what is not. By stating the exact expectations of your staff, you will remove any chance of misunderstanding or confusion. Once you have decided on appropriate policies for your workplace, have all employees (including management) sign confidentially agreements. This can be then become a part of your induction process when new employees are hired.
2. Control and monitor data access
Make the most of what you’ve got. Chances are the programs your company are using day in and day out, namely Microsoft Office, have great data protection functionalities. By protecting documents with a password, you can control who has access to the files, as well as the ability to edit a document. The easiest way to prevent documents getting in the wrong hands is by limiting access to minimal staff, and possibly on a required only basis. You should be regularly monitoring which employee roles require access to confidential files, as well as which employees actually do have access.
3. Immediately remove access
When a staff member leaves the company, their access to company data should be removed immediately. Whether they are leaving on good terms on not, as you will have already raised in the policies you prepared and confidential agreement you had staff sign, no company-specific documents or files are to leave with them. When removing the access to data, be sure to consider files that may be saved on any servers, networks, cloud, or work desk computers.
While these actions may seem severe, by being cautious through implementing these preventative measures, you could save your company a lot of money and heartache down the track.
If you would like further clarification on how to secure your company’s confidential files, give us a call today on (07) 3376 3033.