Almost every other business, regardless of its size, stature, and nature, is using technology to communicate and collaborate with the rest of the world. In the modern business environment, communication, as well as collaboration, has become easier than ever.
Thanks to advanced technology, most modern businesses can now allow their staff workers to work remotely; employees can access the business documents right from their hand-held devices and they can also keep in touch with their colleagues during work.
While we cannot deny the fact that technology has made it easier for modern-day businesses to communicate, interact, and collaborate with others, we should also remember that the excessive use of digital devices, social media, and the internet can increase the likelihood of the sensitive business data to leak out of your business.
The business data can be identified in different forms. It can be related to client information, employees’ personal data, financial information, and what not. Irrespective of its form, all business data is crucial for every company and serves as a valuable asset to the company. Therefore, companies should put in all the necessary efforts to protect it.
However, when confidential business data is present on several devices including but not limited to databases, serves, desktops, laptops, mobile phones, tablets, USB drives, etc., it can become extremely difficult to know how to protect the data and where to begin. Cell phone spy software along with several other data leakage prevention measures can be used by companies to protect business data.
In this post, we will discuss what data leak prevention means and what some of the effective ways are to prevent business data from leaking. Let us take a look at these effective ways.
Introduction to Data Leak Prevention
Data leak prevention (DLP) is a strategy that most companies apply to make sure that sensitive and confidential information does not leave the company network. DLP is a process that recognizes and tracks the journey of the business data. Along with that, DLP also helps companies enforce policies to prevent accidental or unauthorized disclosure of business data.
Several companies adopt the DLP strategy to protect their client or IP data. However, with the excessive use of internet-connected devices and most companies routing towards remote or working from home becoming increasingly common since the global pandemic, it has become vital for companies to manage and protect business information. This can only be done if you have set a proper and effective DLP strategy in place.
Ways to Protect Business Data from Leaking
Below, we have outlined a few effective ways to protect business data from leaking.
It is important for every company to encrypt the business data that leaves the company network. To do this, the company needs specialized software systems in the workplace since they cannot completely depend on the employees alone.
Sometimes, it only takes a lost or stolen USB drive, laptop, or smartphone to provide a major blow to the business. Therefore, companies can use software systems to encrypt the data that leaves the company network.
Endpoint protection is all about protecting the digital devices and machines being used by employees in the workplace. Data endpoints include desktops, laptops, and smartphones. Basically, all confidential data and intellectual property is stored and it also passes through the data endpoints being used in the company. Hence it is important to protect these devices with the help of specialized software.
Most companies also use employee monitoring software in the workplace and install them individually on all the devices and machines being used by the employees. By using employee monitoring software, companies can find out how to track someone’s phone quite effectively.
Besides using monitoring software, companies should also adopt a strict security policy that covers areas such as downloads, screen locks, and password complexity.
Monitor Email Content
The company’s sensitive information and business data is likely to leak especially when employees send and receive such data through emails. However, when companies use effective monitoring software in the workplace, they can control, manage, and monitor all the emails being exchanged by the employees on their devices.
All the email text, photos, videos as well as attachments exchanged in the emails can be scanned to see if they carry any potential threats. That way employers can stay informed of any potential threats that may bring harm to the business data and may ruin the company’s reputation.
Monitor and Control Employee Devices
Several companies hand over company-owned mobile devices to employees at work. Most of the times employees take these devices home with them. This means it becomes much easier for them to take away all confidential business data stored on those devices.
To prevent data leakage from employee devices, it is important to set some strict security policies in place that govern the use of devices. The security policy must cover areas such as downloads, screen locks, application guidelines as well as password complexity. If a company has not set any such policy in place, the business data can be at risk as soon as it enters an employee’s mobile device.
Create Back-ups for Data
Every company should create backups for its confidential and sensitive data as it is the fundamental part of every business. However, data backups can also be extremely vulnerable to malware attacks and cyberattacks as they comprise sensitive business information.
It is important to encrypt your back-ups along with business data. At the same time, it is also vital to make sure the company’s backup servers are not publicly visible on the internet or social media. When you do this, you prevent attackers to gain illicit access to your business data.
Educate and Train Employees
It is wrong to assume that a company’s employees would already know what information is confidential and what should not be shared with anyone. Most employees are not aware of what business data is sensitive and hence they may not even realize that their behavior is putting the company data at a huge risk.
It is important for the company to educate and train employees on the potential threats of data leakage in the company. Educating and training employees about data leakage is crucial as it helps them know more about the sensitivity of the business data and prevents them from making any mistakes in the future.
Employers should make sure to conduct training sessions for their employees regularly to ensure they are aware of the potential threats that may put the company data at risk and also remain updated on the changing security policies in the company.