Keeping your data secure

2 minute read time.

With the ever-changing world of technology, and products integrating more frequently with other software solutions, it can be easy to unintentionally leave gaps in data security that you may not even realize are there. We would like to help by providing some best practices that can help ensure that your data is only seen by the people you intend to see it!

  • Be cautious in using public Wi-Fi and be sure to secure the Wi-Fi  at your business location with a password if your computers are using Wi-Fi to connect. While unsecured Wi-Fi is convenient, anybody with a little bit of technical knowledge could intercept the data that is being transmitted.
  • Set up a new user for your accountant or the person you are sharing data with. Do not share your log-in credentials with anybody, including your accountant. This includes sharing the log-in credentials for any of your integrated solutions
  • If you are sharing your data through media, such as DVD, CD, USB, password protect and/or encrypt your files. You can also purchase USB drives, or software, that allows you to lock your USB drive, rather than specific files
  • Make sure to always password protect your software, even if you expect to be the only person who can access it. When you create your password, be sure to make your password strong! Do not use things such as your date of birth or name
  • Back-up your data regularly using the product's backup feature if it has one available. Store at least one copy of your backup offsite to protect it from theft or disaster. Using technology, such as Microsoft One Drive, to store your backups off site also provides you with a convenient way to share your data or recover it when you are not on-site
  • Whenever possible, sign out of online applications and services, such as Office 365 or Google, so that lingering connection information can’t be used to gain access without your knowledge or permission
  • If you are a laptop user, make sure that you do not leave it unattended in unsecure locations. If you frequently travel with your laptop you might consider encrypting your hard drive so that in case of the unfortunate event that your laptop is stolen you have the peace of mind that your data will remain secure
  • If you frequently work in different locations or using different computers, using a cloud solution, such as Microsoft One Drive might be a great solution for keeping your sensitive data in a secure location
  • Phishing is becoming more common, and the people trying to get you to reveal your information are getting better at it. Be wary of attachments that you are not expecting and are Office documents that contain macros, which can carry malware or viruses. Also be extremely cautious with any files that run, such as files that end in .exe or .bat, even if the email appears to come from somebody you know.