When you run a business, more and more of your important data and files will be stored in the digital world. Therefore, you certainly need to ensure that everything is kept in the most safe and secure manner possible. Otherwise, it could end up getting lost, or worse still, you could become the victim of cybercrime – something that is at risk of happening to smaller companies just as it is the larger multinational corporations out there. There are various different methods that you can use to keep digital assets safe and secure, and it certainly makes sense that you use a combination of them in order for them to be the most effective. So, let’s provide an overview right here and now.
Invest in Digital Asset Management
Your first option here is to invest in digital asset management, which allows you to properly store and organize all your files and everything else in a single location. You can get buy-in to digital asset management software, which has a number of different advantages including allowing you to handle approval workflows, watermark images, and share files directly through a branded portal. Ultimately, it helps with the retrieval of files and prevents them from all becoming lost and at risk of being hacked and held to ransom.
It is certainly important that companies are in the habit of backing up their data on a regular basis. Essentially, the process of data backup refers to the copying of files for storage in a secondary location. This is highly important when you are coming up with a plan that helps with disaster recovery. There are plenty of issues that can occur with data that has not been backed up properly including malfunctions, hacking, data corruption, natural disasters and anything else that you can think of that could impact your data directly. When these files are backed up, this means that you are able to restore them without too much difficulty. There are plenty of different options that you have in front of you for where you can back up the data including hard disk drives, other physical locations, and up in the cloud. Many businesses believe in the importance of backing up data at least once a week. Additional data backups can always be scheduled in – as and when required.
You may well have noticed that more and more companies are asking for two-factor authentication when it comes to signing in and using their services. This is largely down to the fact that passwords are becoming a less secure way of preventing access – particularly when they are used on their own. Often, people are using weak passwords time and time again on all of their different accounts, which can obviously prove to be a problem for all sorts of different reasons. It could be as simple as a single phishing email that causes these passwords to become suddenly compromised. Essentially, two-factor authentication (2FA) asks for a password and a secondary sign-in confirmation to confirm identify. For example, this could be a text, an email, or fingerprint recognition. In the modern age, this is often a notification sent directly to your smartphone that means the lowest level of possible disruption or hassle. Ultimately, this is a relatively simple way of making sure that your data is properly protected.
The next possible method of protecting your data that you have at your disposal is data encryption. When data is transferring from one place to another, this is when it can prove to be especially at risk, but this can also be the case when it is resting in a single location. Therefore, if you are planning on sending your data anywhere at all, making sure that it is properly encrypted can amount to best security practice. There are plenty of basic tools out there that can help you out in this particular task. At the same time, for the data that you have in a single location such as on a hard drive or a cloud server, you can protect it with security access policies to control who is able to access the data in the first place and where it is able to be safely stored afterwards. When it comes to web systems and apps, you can always separate out the digital assets and end user base. When you are transferring or storing anything that is of a particularly sensitive nature, this is when data encryption becomes even more important.
Educate Your Employees
While we have talked you through a few of the main causes of data breaches that can potentially occur, another one is simple human error, which happens much more often that you may have thought that it did. It is highly important that employees are given adequate training on the risks that are inevitably out there when it comes to the data at your company. This could be something as simple as making sure that people are made aware of what they should be looking out for when they are trying to spot a phishing email. Also, they should know all about how to create a strong password, as well as the importance of updating software on a regular basis to ensure that all of the necessary security measures are in place.
A combination of these five different approaches can make all the difference when it comes to ensuring that all your digital assets are as protected as they can be. First of all, you have the use of digital asset management, as well as ensuring that your data is properly backed up on a regular basis. Then, there is the advantage of putting in place two-factor authentication, as well as ensuring that all your data is properly encrypted, and your employees are educated about data protection practices and how to go about implementing them all in their regular working lives for the good of your business.