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Dec 21 | Posted By

Five Ways To Protect Your Employees’ Secure Documents Online

Many companies are embracing cloud-based storage systems and online data housing to keep secure documents. When it comes to your employees, you have an obligation to protect their information and ensure that their private materials remain confidential.

Protecting Employee’s Documents

Upon hiring a new staff member you are asking for their full name, address, phone number, social insurance number and banking information (for direct deposit of paycheques). You need to keep that information in a safe place where no one can find it. Unless you plan on keeping employee info in a safety deposit box, you need to discover other ways to protect secure documents online.

Here are the best five ways to secure these documents:

  1. Firewall security:
  2. Firewall security programs keep outsiders from accessing your data. If you have employees that work from home and use their personal computers or use company laptops, make sure that these machines are also equipped with firewall security.

  3. Stay up-to-date:
  4. Ensure that your operating systems are current and update as needed. With the latest security options such as antivirus software, you can prevent data breaches. Also, make sure that software and operating systems are up-to-date as well to avoid outdated technology that is easily penetrable by hackers.

  5. Secure Wi-Fi networks:
  6. Workplace Wi-Fi networks are an easy target for hackers. To keep employee data secure online, encrypt and hide your Wi-Fi network. When your wireless router and access point are secluded your network name will not be broadcast.

  7. Keep access to a minimum:
  8. Create user accounts for each for each employee to ensure that no one can access company computers without a specific user ID. Furthermore, create prompts that ask employees to change their passwords often at random intervals. Only your IT staff should be granted administrative privileges when it comes to company computers and software.

  9. Vet everyone:
  10. When it comes to hiring IT staff, ensure that they are properly vetted. Since you will be giving IT personal administrative access to secure networks and data, you need to ensure that the person you are hiring is legit. Many data breaches happen from the inside and in order to protect your employees secure information online, you should consult security professionals before hiring to make sure you’re not inviting a hacker to come work for you.

Keeping employee documents secure is easier than you think. By implementing the five aforementioned steps, you can ensure that data breaches don’t occur and your employees can rest assured that their personal info is protected.