For small businesses and new start-ups, investing in data security is a crucial strategy. Such businesses face a variety of data risks. For any successful security plan, data security strategies are only effective if they are well-thought out and properly planned. Here is a five-step security plan that small business owners can consider.
Step 1- Risk Assessment
The first step is to identify your confidential information assets. These include your computers, servers, hard drives, online storage space, flash drives, phones and fax machines. As a rule of thumb, if any of your written/electronic documents contain the name of your client(s) and their address, they are important information assets.
Once your data assets are identified, the next step is a risk assessment. This involves classifying all assets or classes of assets into low, medium and high-risk assets. Determine their vulnerability and susceptibility to losses. You may consider consulting an expert for this job.
Step 2- Network Controls
Once you’ve secured your assets, the next step is to secure your network and invest in physical controls. Make it mandatory for your employees to change their password periodically. Bifurcate duties and responsibilities and give access to confidential information based on their seniority and job role.
Setup time cards for your employees, to record their time-in and time-out. Establish a clear desk and clear screen policy for all employees. If you’ve kept your network servers on your company’s premises, make sure that they are encrypted.
Step 3- Computer Security
Encryption is one the cheapest ways to secure your computer data. Encrypt all your work computers, laptops, and flash drives. Consider message locking techniques to encrypt your emails. Make sure that you have fully functioning and updated antivirus and firewall installed in all your office computers.
If you’re running an e-commerce business or any other company that requires your customers’ credit card information, you need to use Secure Sockets Layer (SSL). This will keep their credit card information safe at all times.
Step 4: Document Controls
Once your online information is secure, you will have to keep your written documents safe as well. If sensitive business documents are to be trashed, make sure to shred them first. Allocate different filing cabinets for different types of documents (e.g. all material requisition forms go in one cabinet and paid customer receipts in another).
Keep your filing cabinets locked at all times. Allow only your senior key personnel to access these documents. Keep the keys to these filing cabinets in a safe location, accessible only by authorized personnel.
Step 5: General Security
Before hiring employees, do some background checks and look for past criminal record. Check their professional and personal references, before hiring. Once your security system has been set up, consider getting a periodic third party review.
Establish visitor policies for your office. Make sure that your visitors fill out the front desk register at the time of entering and leaving your office. Maintain a system for logging any security incidents on your business premises. Have a meeting with your security team or consultants on a regular basis on how to improve your business security. Make up an Emergency Response Plan for all possible situations.
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