Your business’ safety and security can take on a variety of forms and range everywhere from physical security on the premises of your office to the more subtle need for online safety of important business information. Strengthening security of important documents is essential both in a physical sense with management of paper documents (locked filing cabinets, shredding information when no longer needed, etc.) and data stored electronically and/or in the Cloud. For more information on data security, visit here.
Finding methods of strengthening security for business is not always as easy or obvious as it may sound. Beck and Company’s Certified Public Accountants and Business Advisors know the importance of maintaining and strengthening safety in your company. We offer consulting services to help clients improve processes and get access to critical business information in a secure way including proper documentation processes and selecting systems that will set you up for success. We also offer technology services that can streamline data to make it easier to manage and secure. Learn more about our technology and consulting services here. In addition to the specialized services we offer, here are some general guidelines for strengthening security within your business.
1. Start with a Risk Assessment
The safety process starts with identifying where you are most vulnerable. Perhaps you are already aware of where your business has been the victim of crime before, but that might not tell the whole story. Carry out a thorough assessment of the premises for more general safety concerns and an electronic assessment of how data may be vulnerable. This assessment will give you a starting point for what needs to be addressed. Involve a team in this process to be sure nothing is left unnoticed and all avenues of potential risk have been explored.
2. Educate your Staff
Train your staff to recognize suspicious behavior or activity. This means both in a physical sense (are files readily accessible to all who enter or secured and out of reach?) and electronic sense (are employees being asked for information that should not be shared or noticing people have access to what they should not?). Not only should employees know what to look for, but they should also know how to properly and efficiently report possible threats to information or resources.
3. Secure your Equipment
Carry out regular property and equipment audits and allocate responsibility for particular items to individual employees. Tag computers and record details of serial numbers. Consider securing expensive equipment to floors or walls. Secure electronic devices by encrypting them to prevent data access without a password. Inform all employees about expectations for properly locking up equipment and not leaving it out unattended.
4. Work to Prevent Electronic and Online Information Theft
This takes on a variety of forms including establishing strong passwords, having strong firewall protection and antivirus software, and performing regular system backups. Be sure employees know the risks of links and attachments so they are only clicking on items related to the job at hand and not getting viruses that compromise computers and information on them. Use access controls on computers to restrict entry, and regularly review who has access privileges.
5. Be Vigilant in Monitoring Security Over Time
While an initial assessment and response to areas of risk is so valuable, strengthening security is an ongoing process that will require regular reviews. As technology changes and advances, the criminals are keeping up with it as well. It is your duty to do the same to protect against information crime.
Beck and Company CPAs are here to help you with business practices and technology solutions to strengthen safety and security at your company. Please contact us for assistance.