How to secure confidential information in your business

How to secure confidential information in your business


When people talk about spring cleaning, they're usually referring to the sprucing and polishing that happens after a long winter. But while you've been busy dusting and scrubbing, hackers have been scanning your network for poorly secured data. Don't wait until it's too late. Now is the perfect time to start thinking about how you'll protect your company's information in 2022.

Set a policy

A data security policy is a set of rules that you create to protect confidential information in your business. A good data security policy helps you comply with the law, keep your company's computers from getting hacked, and protect your employees and customers from the glaring risks of identity theft or data loss.

The first step to creating a great data security policy is understanding what it should look like. Your goal should be for your data security policy to contain:

  • The types of information covered by the policy (e.g., Personal information, customer credit card numbers)
  • The steps employees need to take when they're handling each type of confidential information (e.g., don't save customer credit card numbers on any device connected to the internet)
  • Who has access to each type of confidential information (e.g., only certain employees with special training may have access)

Take inventory of your data

A data inventory is a listing of all the data you collect and store. It can help you identify what data you have and where it is stored, as well as how to protect that information. This exercise will make you think about what kind of information your business handles, how much of it there is and what risks are associated with its handling and storage.

Control access

You need to know who is accessing your data, and why. You also need to know what information is being accessed, when and where it is being accessed and also the how behind it  (via manual process or automated program). Set certain controls in place that lead to better data management through authentication, authorization and access control policies.

Educate and test your employees

  • The first step to securing your company's confidential information is educating and testing your employees.
  • You can do this by making sure each employee understands the importance of data security in your business, and what it means for them. Be clear about who has access to which data, why it's important for them not to share this information with others, what the consequences are if they don't follow procedures.

Use encryption

Encryption is the process of encoding data in such a way that only authorized parties can access it. It's used to secure all kinds of information, including passwords and credit card numbers, as well as documents and emails.

Backup data regularly

You should have a backup plan in place that includes uploading your data to an offsite location on a regular basis. The frequency of backups should be determined by how much data is being stored and how important it is to you, but most businesses will want to back up their information daily. As for keeping your backups safe, there are two options:

  • A cloud-based solution that stores the information online so that it can easily be accessed from anywhere; or
  • Your own physical backup drive (such as an external hard drive).

Good data security practices are always in season.

With the increasing frequency of data breaches and identity theft, it's clear that good data security practices are always in season. As a business owner, you've likely done everything you can to get your company on track with best practices for managing sensitive information. But have you given much thought to what happens when your employees go home at night?

Here are some things to consider:

  • Are they using password managers?
  • Is their computer clean of viruses and malware?
  • Do they have security solutions installed?

If not, then it's time to learn more about how to protect your business from the risk of cyber attacks.


Let’s face it: data security is a serious topic. But don’t worry—you don’t have to take home your laptop every night and abandon all social media to protect yourself from this threat. By following our recommendations, you can gain control over the information you store and share, both now and in the future. Proper security measures are valuable and will continue to help businesses protect the data they need most. Get in touch with us today to find out how secure your business really is.