With the advancement in data storage and data management fields, instances of data breaches are also increasing at an alarming rate. If you don’t take the necessary steps, your business could easily fall prey to any of these incidents. Luckily, you can increase the security by applying some simple data privacy steps. Here are some key points you should consider.
Have a Detailed Employee Exit Plan
You also need separate data management plans for situations when an employee resigns or is asked to leave. These plans should be shared during the early days, so that everyone gets the chance to take the necessary preparations before they leave. This will also help you avoid complications with your former employees.When an employee is preparing to leave, you shouldn’t assign high priority tasks or provide access to sensitive business information to that individual. Engage them with the bare minimum they need to continue the daily operation.
Have a Data Protection Plan
As the amount of data increase in both our personal and professional lives, it is becoming a lot harder to ensure the best safety standards for these documents. Therefore, you need to have a solid data protection plan for your business which helps the employees to safeguard the critical business files accordingly. A popular approach is to adopt a paperless approach. These cloud-based solutions allow you to upload the business files in the cloud and share them with other stakeholders whenever necessary. As these systems keep multiple backups of your files, you can rest assured that you won’t lose access to the files.
Monitor the Document Access Privileges
It doesn’t matter what type of business you are in, there are definitely lots of documents. And obviously, some of them are critical for your business. You need these documents to perform regular business operations. An excellent way to protect this data is to monitor who have access to these documents. It is also important keep track what types of access they have – just viewing, editing or full access. Once you have made the list, review the access on a continuous basis to find out if you have given unnecessary access to any employee. In case of any problem, these details could be helpful in finding the best solution.
Get the HR Team Involved
When it comes to issues like data privacy, most companies think this is a serious issue and they involve the senior individuals from all departments. They hold some meetings and take some decisions, which are never implemented. Instead, you should involve the section which is most responsible for dealing with your employees – the HR department. Instruct the HR team to communicate with the employees and help them understand the true scope of data privacy. These policies should be make when a new employee joins the team.
Due to the increasing amount of hacking, data breach and other security vulnerability issues, it has become a must for modern businesses to follow the data privacy steps described above. Do you follow any of them in your business? Let me know in the comments.