Whether a Fortune 500 or a small “mom and pop” business, proprietors are charged with ensuring everyday operations run smoothly. One factor that can make or break a business is security. A main component of operating a business is providing adequate, effective security that protects the business, its employees, and more importantly, its clients from breaching sensitive information that might cost damages to the business and its reputation.
Because of the current economy, businesses must respond to today’s technologically advanced environment, an environment that provides would-be criminals access to the tools needed to access sensitive information. With the right tools and requisite knowledge, criminals can access and create chaos for successful businesses. Managers should look at security from a panoramic view that addresses physical security and web security breaches.
Physical security
Physical security breaches relate to those of personal information and inventory. The breach of personal information, client or employee-related, causes extreme worry on the affected and makes a business vulnerable to lawsuits. Breaches in information related to client or employee financial information (i.e. ACH payroll payments, online payments), social security numbers, and addresses is the type that creates nightmares for businesses. Also, very important is securing company property. Storing and keeping inventory on business property (i.e. computers, laptops, cell phones) is just as important as guarding personal information. To protect businesses, companies can take a number of steps to establish security in the office’s physical environment.
Old-fashioned locks
Lock files and folders in cabinets while providing keys to employees needing access to information. If possible, these cabinets should also be placed in a locked room, especially if the information contains confidential documentation (i.e. medical information). If the office is open planned, position computer screens so people milling in and out of the office cannot see the screen to secure office information. Businesses can also transfer hard copies to electronic format making it difficult for outsiders to access information without a passcode. Another method of preventing the breach of information is to transfer from old lock and key access to key card access to control who has access to sensitive information in file cabinets stored in rooms. This way an employee can access the rooms necessary to perform the functions of their jobs.
Performing inventory
Businesses can prevent loss of property by taking inventory. Once all pieces of property owned by the business have been identified, businesses can install security locks that prevent thieves from absconding with the property.
Web security
A great advantage of computer technology is it allows businesses to house a vast amount of information, in addition to allowing for business transactions within seconds. However, a drawback is that having all of this information stored in one place leaves businesses at the mercy of hackers, and these hacking events are not isolated incidents. In 2015, data breaches increased by 43 percent costing 3.5 million dollars to businesses globally, and a 2016 study found that highest incidences of hacking were office-based. While businesses are often plagued with benign hackers who do so for bragging rights, malicious code hackers are more troublesome for businesses, as they use worms, Trojan horses, and viruses to access computers and relay information back to criminals. However, businesses can guard against hacking in a few ways.
Firewall
Businesses should use programs that have a firewall front-ending the network, as the firewall is the first line of defense. The firewall that is used should be based on business need.
Data encryption
Encrypt everything. For example, if sending an email encrypt both attachments and the message to prevent malicious hackers from accessing the information. E-signatures should also be encrypted. Keith Krach, Chairman of DocuSign, has spearheaded technology that encrypts electronic signatures securely. DocuSign is a major player on the global e-commerce scene, as more than 300,000 companies use e-signatures to transact business.
Password management
People, in general, have to use passwords to access information online, resulting in having to create numerous passwords. This creates a situation where passwords are created that are easy for them to remember and not hard to figure out for hackers. Businesses and their employees should organize their passwords (management), so the strength of the passwords they provide protects everyone from breaches.
Business security in this age is time consuming and overwhelming. Proprietors must provide both physical barriers and web restrictions to prevent malicious hackers and other criminals from harming the everyday running of business. The alternative to not providing security is being vulnerable to security breaches, which in the end could be more costly than taking proactive measures.
