7 Smart Ways to Optimize Data Security at the Workplace

Businesses have a lot of confidential information because most of the businesses, whether small or big, deal with sensitive customer information, employee records and a lot more. Breaches in data disrupt the basic operations of a business. It damages a business’ reputation which can cost millions of dollars. There are many cybercriminals which don’t only stalk your data but also try their best to hack it. Big and small businesses should take proactive measures to protect their data at a workplace — to avoid any glitches in systems. Here are 7 smart ways to optimize data security in the workplace.

Two-Factor Authentication

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Usually, cyber attacks occur from internal sources of business — protect your data to a limited amount of people. It’s not necessary that every employee should have access to every account, database, and detail.

Inspect the role of every employee in the company and give them access to only that information which is vital to perform their job. Classify all data and set up controls and tools to manage access to data.

The best way to secure data is through a two-factor authentication system. This limits access to information and reduces the chances of harm. It eliminates the risk of any potential damage if an employee becomes a target of malware infection due to the restricted access of data.

Recommended for you: Data Masking & Other Methods to Use to Reduce Insider Security Threats.

Cybersecurity Audits


You need to make sure that your data is secure against any sort of cyber attacks — develop an action plan to address them.

This is very simple: You can download a cybersecurity software developed by any regulatory authority. The audit tool will help your business identify areas where the data is vulnerable and could be exploited.

It provides your business with a checklist which points out specific needs – employee-data management training, record systems, actions for optimizing data security better. This software shows your business where it stands and the potential plan for improvement if needed for your business.

Data-Management Training For Employees


It is very crucial to train your employees on data management. This won’t be enough – it is important to teach them how to identify and report any sort of glitches and breaches.

Many statistics reveal that 60% of cyber attacks are carried out by people inside an organization. Your business has to protect itself from these Internet threats – by a boarding process.

This is only possible through training employees on cybersecurity measures and review the penalties in the case for criminal or intentional breaches. Whenever an employee leaves, you have to conduct an out-boarding interview. After, you have to change all your passwords and codes –   so no physical access is gained by an employee after leaving.

Decentralized Virtual Network


Many businesses perceive that they are secure — many systems collect your business data, which you may not be aware of.

This data is used without your permission and knowledge due to which there are high chances of misuse of data and information. Therefore, experts recommend creating your own secure network for communication. This helps your business gain full control over their data.

This is called a decentralized vertical network which allows your business has control over who has access to the information and how it is used — making your data fully secure.

Automatic Software Updates

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There are many cybercriminals out there which are analyzed all software programs and exploit them whenever possible.

The latest version of the software you have, the more protected you are from the potential attacks. A lot of emphases is paid on this because many businesses take time to update their systems regularly.

However, there are many software packages which offer time to time updates to systems automatically. Utilizing this feature could be one of the best protection from external threats and potential malware.

It saves your time spent in enabling these updates as a result of automation. All these small things play a huge rule when it comes to optimizing data security in the workplace.

Restrict Sharing

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This is a digital world where access to information is easier than ever. All businesses who want to protect their privacy must use some Privacy Badger – helps protect information from third parties.

You also need to restrict your sharing only with who you want. Sometimes, cookies come in the form of viruses which you may be unaware of.

When your information is safe and secure, your customers also feel secure – which develops trusts and loyalty.

Effective Backup

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This is essential for every business. Backup files do not get enough time for management and hence the risk for cybersecurity gets higher.

Your data needs something as good encryption – it helps avoid any potential glitches because when the source of data is encrypted it helps secure all potential backups. You would also need permission from the mechanisms to access the backed-up data. This eliminates internal threats.

You may also like: Data Encryption: What is Encryption? Types of Encryption and Security!

Final Words

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When you take steps to optimize your data – you can share documents, messages, business activities easily without the threat of data breaches or threats of potential viruses. This is a great solution for small and big companies as every business needs some sort of protection.

So if you’re not sure how you can secure all your data at the workplace, then make sure you take up our advice to protect yourself from potential cyber attacks.

This article is written by Emma Megan. She is a passionate tech blogger at Mars Technology, a Virginia based Data Security and Cybersecurity Company. She is passionate about technology and loves to analyze the tech industry in her spare time and stay in touch with the latest happenings.

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Souvik BanerjeeWeb Developer & SEO Specialist with 15+ years of experience in Open Source Web Development specialized in Joomla & WordPress development. He is also the moderator of this blog "RS Web Solutions".