When you keep files on your residents, you are keeping a lot of information on hand. More than that, it’s very sensitive information. You wouldn’t just leave your identifying information, social security number, address and bank details laying around for others to look at: so, don’t leave your data unprotected.
Data safety is quickly becoming a much bigger concern than it used to be. Because most people have adopted more organized ways of keeping track of this information, security problems that end in identity theft have been on the rise. Take some simple steps to protect your clients, your residents, and your business.
Keep your office computers safe
Make sure that you are fully aware of who could have access to your office and home computers. (If you do business from home, and most of us do, now.) Be sure that passwords are changed on a regular basis.
Teach Your Employees to Keep Data Safe
Now, you can usually find computer courses via security companies, the police, or even your alarm company to help with this. A key factor in keeping data safe is making sure that your employees are aware of how to protect data.
What Happens at Work, Stays At Work
While it is more convenient to be able to take you work home with you, it’s best not to allow it. If you have business laptops or other mobile devices, including flash storage: tell them to leave it at the office. It’s simply safer.
Understand the Newest Ways Used To Obtain Data
Keeping yourself abreast of the latest phishing scams and bugs can help you to know how to protect your data. Many bugs are created purely to get around encryption systems.
Know The Law
If you have to keep people’s personal data on hand, make sure that you have a policy for your clients and residents to see. This will need to include what is stored and why, how it is kept, who is able to see it and how long you will have it on hand. When you’ve hit that time limit: get rid of that data in a proper way that is not accessible to others. (Shred paper files, delete data.) Data that is kept on hand, or other information should be locked up with a log system as to who has access. This includes discs, tapes, zip drives, paper documents and other storage devices.
Keep “deposit only” stamps and use them
Though many are using services that make checks a thing of the past: many people still use them. Make sure you stamp the rent checks as soon as you get them and deposit the checks as soon as possible.
If you do run a busy office, it’s a good idea to have security cameras in place or otherwise take steps to make sure you know who is in your office.
Make sure your computers and networks are protected
Firewalls and antivirus programs are very important. Make sure that you not only have the best one, but keep it up to date. Make sure your settings enable it to scan daily.