Data loss is described as anything that causes digital data to be lost. It can be something as extreme as a natural disaster destroying servers, or something as subtle as forgetting to save your latest file update before turning off your machine.
There is a full range of severity, but any data loss is a painful event for a company. Here are 5 simple ways your employees can stop data loss.
1. The easy stuff
There are some really effortless things employees can do to minimize data loss.
Make sure all computers are plugged into surge protectors. This protects against data loss from random power surges that can affect computers negatively.
Additionally, encourage employees to always press “OK” as soon as possible when asked by their computer to update any antivirus or security software. Some companies also implement policies around eating and drinking near computers to protect data.
2. Automatic backup
Automatic backup can help with data loss.
When data is automatically backed up either to a local USB or external hard drive or the cloud, there is less data loss even if something happens to the physical machine.
Annoyances like water spills and power surges are just a minor glitch when the data already exists somewhere else. In more serious cases of recovery after a natural disaster or huge hardware fail, backups are essential to getting back online as soon as possible.
Make sure employees know how to access backups of the data they need to do their jobs.
3. Employee education
When it comes to digital security and data loss, employee education is key.
Make sure employees know how to avoid phishing schemes via email, phone and texting. Teach them how to recognize suspicious websites. Go over basic security tactics like not accepting file transfer via USB drive from someone they don’t know, and proper secure device storage to prevent theft or tampering.
4. Manage offboarding
Offboarding is the process a company’s HR department follows anytime an employee leaves the company. A properly managed offboarding process can prevent data loss from miffed employees, or ones who simply aren’t aware of data left on their personal devices.
Disable accounts and monitor login attempts to make sure data stays within the company. Letting employees know monitoring is taking place can be enough to deter actions that cause data loss.
5. Personal device (BYOD) policies
Implementing proper BYOD (bring your own device) policies can prevent data leaks and losses. Have policies that implement partitions on personal devices to easily remove data from devices if stolen or misplaced.
In your policy make sure to specify who owns data on the device, and whether or not the company will be keeping tabs on personal data in addition to company data. Have a clear policy that states what will happen to the data on the device once employees leave the company.
Data loss can be more than a mere annoyance. It can really be a game changer depending on the scale. Prevent it by following these simple tips, and contact your managed IT services provider for additional help with data saving IT technology.