Just because you hire the best people doesn’t mean your organization is immune from insider threats. Rogue employees prey on easy targets. In this blog, we offer four ways to protect your data from insider threats:
1. File Cabinet Storage
If you store sensitive documents in file cabinets, your data could be at risk. One of the most effective ways to prevent an insider breach is limiting access to confidential documents. A records storage service offers a secure document storage solution. Your documents are tracked with bar codes and stored in a records center with:
- 24/7 security monitoring
- Climate control systems
- Fire detection and suppression technology
Only pre-authorized personnel within your company may request access to records stored offsite. Based on your preference, requested documents are hand-delivered to your office or sent securely with a Scan on Demand solution.
2. Negligent Document Disposal
In-house document disposal practices are risky in organizations that rely on office shredders. Hand-feeding documents into an office shredder takes several minutes at the very least. If your employees are under time constraints, it may increase the chance they will avoid using the office shredder and discard sensitive documents in unsecure waste receptacles.
A professional shredding service eliminates negligent in-house document disposal practices that lead to potential breaches. Your documents are picked up from your office by a screened professional and transported to a shredding plant for secure shredding. After shredding, you receive a Certificate of Destruction to prove your compliance with state and federal privacy laws.
3. Poor Backup Protection Practices
No one in your organization should be allowed to take backup data offsite. Store your backup data in a vault where it’s protected from unauthorized access with specialized technology that includes:
- 24/7 security monitoring
- Media-specific climate control systems
- Fire detection and suppression systems
Your offsite vaulting provider can come daily, weekly, or monthly to pick up your backup media for offsite storage and return archival tapes for re-introduction to the scratch pool.
4. Lack of Employee Training
Preventing insider threats is a collective responsibility, and your employees need to know you take them seriously. Discuss insider risks as part of your regular security training. Your security awareness sessions should include exercises on the following topics:
- Secure file access protocols
- Document security
- Information handling
- File disposition practices
- Privacy law requirements
To boost your training efforts, partner with a trusted records and information management provider that offers expert guidance on document security, information handling, and privacy law compliance.
American Document Securities provides records storage, data protection and document shredding services for businesses in Atlanta and Northeast Georgia.