Where is your data really located?
Information security and critical data management are fundamental aspects of any business. In the event of a loss of access or a disaster, it is essential to know where your data is and have a solid plan in place. When an employee leaves or a disaster strikes, the key is to identify where the data is stored and how to ensure its continuity.
What happens to confidential information when you terminate an employee?
First, when an employee leaves, either by termination or resignation, it is essential to ensure that they no longer have access to company resources. Critical points to consider include:
- Databases: generally accessible only to programmers. They are not usually on employees' personal computers.
- Excel and Word files: Probably stored on the employee's computer.
- Corporate email: If the employee uses a corporate email client, he/she may have a copy of the emails.
- Private software: Includes intranets, ERPs and CRMs. Access generally ends when the employee leaves the company.
- Source code: If the employee is a programmer, he might have this stored, so it is vital to restore access and permissions.
How to ensure data protection and continuity?
Effective data management involves knowing where your data is located and ensuring availability in the event of an incident. Here we show you where your important data should be:
- Databases: Usually run in the cloud or on external servers. Make sure you have restricted access for greater security.
- Office files: They should be backed up in the cloud to prevent loss in case employee computers are damaged.
- Email: Using cloud-based email services such as Gmail for Business helps keep email accessible and secure.
- Private software: Determine whether it is installed locally or in the cloud, and consider moving to the cloud for greater security.
- Code: Use version control systems such as GitHub or GitLab to always have a secure and controlled copy of the code.
What to do in case of catastrophes or pandemics?
Natural disasters, such as earthquakes, can destroy physical infrastructure, taking corporate resources and data with them. It is crucial to have a disaster recovery plan that includes:
- Remote backups: Make sure all backups are offsite.
- Cloud systems: Migrate to the cloud as much as possible to avoid physical loss at the hardware level.
- Continuous assessment: Constantly check and update security and business continuity protocols.
Keeping this information clear and up to date is part of a responsible cyber security practice. Every company should have regular conversations about cybersecurity and potential contingencies with its IT team. In the end, having all assets protected and available, even outside of the company's physical environment, will provide peace of mind and operational sustainability in the face of any eventuality. Don't let your guard down and continue to protect your company's future!
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