Over the last few years, we have given several presentations on “Identity Theft.” We used to live in fear of losing our social security card or credit card. It’s becoming more and more prevalent as criminals find other, more intelligent ways to try to retrieve your personal information.
The common theme that we hear over and over again, is inconsistency of where data is being saved and stored. Here are some things to consider when answering the question: Where is your data being saved?
1. The Risk of Saving Files to Your Desktop
When we encourage our customers to save their data on the server, it’s not just to make things difficult. If there’s one takeaway from this entire article, let it be this. Your data on the server is so much safer than saved on your desktop. If for some reason you lose your computer, and are not backing it up regularly, your data is gone. If you are a business owner, you should be requiring your employees to save their information to the server. The cost of losing valuable data is too high, especially if your clients are relying on you to keep it safe.
It’s very simple to setup automation rules that will automatically map saved files to your server. If you don’t know how to do this, let us know. We can help you set this up for yourself and your users.
2. Limit Accessibility
Everyone doesn’t need access to everything. It has nothing to do with “trust.” It has everything to do with the ability for criminals to access everything vs. files that are limited based on department, team, or employee. A very clear example, is the financial department only have accessing to the financial files and applications.
3. Staying Organized
How many times have you had to search for a file in multiple locations? Is it on the server? Is it on Sally’s desktop? Is it in SharePoint? Is it in OneDrive? Do you have the right access credentials? Is it the latest version?
Organization breeds efficiency. If your business sets up an organized folder structure, your users can find and deliver things faster.
If this organizational structure is created, and followed, when your company is small, it will stick with you as you grow. Documenting your folder structure and access will help you onboard and offboard employees as they join and leave your company, which makes for a smooth transition.
5. Review Your Folder Structure Regularly
As new employees are hired, it is important to train them on your company’s policy. It is also important to remind your veteran employees on its importance. Feel free to share this blog with them a couple times a year so they understand it’s important to be intentional with where and how their data is being saved.
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At Howard Tech Advisors, we manage your IT infrastructure so that you don’t have to. Whether you need assistance creating a disaster recovery plan or you’d like to outsource your IT needs, we can help! Keep up with our weekly blog to stay up-to-date on the latest tech trends, security information you need to know to stay safe online, and tips and tricks to effectively navigating an increasingly mobile world.