Without an internal PC security plan at your business, all of the files on your company PCs could be available for anyone in your office to see. That could include strategic documents, financial files, and employee records.
That can't be what you want. Yet many small-business owners fail to devise such a plan, and end up paying the consequences. Not only is their business information at risk, but they also threaten confidentiality pledges made to employees and customers.
You need a formal PC security plan that is simple to understand and one that employees can support and help enforce.
Here are five basics that should be part of your security plan.
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Use Password Protection
Protecting files with passwords ensures that only authorised users can open a data file. Your operating system most likely has a built in password protection system and most software applications — including Microsoft Office — let you password-protect files and folders.
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Choose Creative Passwords
Your spouse's, child's or dog's name should be off-limits as passwords. The reason: People in the office know them and could guess that they may be your password. The same rule applies to birthdates, street addresses, favourite bands or singers, and other terms or words that people are likely to associate with you. Also, keep in mind that it is harder to crack a password that is made up of a mixture of numbers and letters in upper and lower case, as well as one that is changed frequently. Facilitate use of passwords by providing instructions to everyone in your company on how to create passwords, when to change them, and how to protect files and folders.
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Use Encryption
One way to protect the valuable information on your business PCs is to encrypt data. Encryption software turns data into a string of gibberish that you need the correct software key to decipher. Encryption software is commonly used to limit access to highly confidential files such as financial and customer lists, to safeguard laptop PCs that will be used outside of the office, and to cloak top secret e-mails.
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Never Leave Data Unattended
Something as simple as encouraging your staff to close files before leaving their desks can limit PC security risks. Without this precaution in place, a break for lunch can leave PC files open to anyone who passes by. Support PC security by imposing rules that require staff to close all documents while not in use.
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Limit Laptop Breaches
The use of laptop PCs enhances productivity, but it also threatens the security of your business if proper precautions are not taken. Encourage all remote workers to keep security in mind outside of the office by using small fonts when working on confidential documents in public places such as coffee shops and planes. If your staff members use public technology resources, show them how to ensure that documents remain on their laptop hard drives, rather than on the resource's computers. Encryption can also protect laptop computers that are used outside of an office. If encryption software is in active use on a stolen unit, the thief will not be able to read documents stored on it.
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