Digital Office Security: 4 Ways to Protect Your Documents

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StrategyDriven Risk Management Article |Digital office security|Digital Office Security: 4 Ways to Protect Your DocumentsNearly every office has gone digital, but many still live in the dark ages when it comes to protecting their documents. Before you save your next presentation or proposal, make sure you do whatever it takes to keep the information inside confidential. Here are the top tricks to protect your digital documents:

1. Outsource Technology Management

While you may be a pro at problem-solving or managing a team, computers may not be your specialty. Many companies find this out the hard way. In the beginning, it’s not uncommon for a business owner to tackle multiple departments themselves, including IT. It’s better to hire managed IT services to help reduce your workload and protect proprietary information.

IT management is much more complicated than many business owners assume. Security breaches are more prevalent than ever, and without a professional IT team, it’s only a matter of time before your company becomes a target. Outsourcing technology management will ensure every document you create stays out of the wrong hands.

2. Create an Encrypted Password

People have passwords for just about everything, but some companies forget to password-protect their digital documents. Others simply don’t know how to add one. Luckily, creating an encrypted password only takes a few clicks. A password may mean the difference between keeping a document secret or having it go public without your permission.

To add a password to a Microsoft Word document, simply select this feature in the “Protect Document” tab. Choose a password of your liking, but make sure it’s something you’ll be able to remember. Strong passwords include a combination of letters, numbers, and special characters. The more complex the password, the harder it will be for a person or bot to decode it.

3. Mark the Document as Read-Only

Sometimes co-workers make unintentional changes to a document without realizing it. After creating a digital document, there are ways to protect it from unwanted editing. When saving the document, be sure to indicate you want to share it in read-only mode.

A read-only document means viewers can only read the information included in the file. Read-only mode prevents anyone from overwriting or deleting any critical information contained within a document. If someone wants to edit anything, they’ll have to request permission from the author first. Some programs let the author assign editors to the document, while others only allow the author to make changes.

4. Update All Software

Hackers are always on the hunt for software vulnerabilities. Developers routinely update their software to protect customers and reduce any security risks. There’s a misconception that updates are only important for financial software, but that’s simply not true. Even your digital documents may become a target if the software is outdated or the company server becomes compromised.

Check for new software releases at the end of each day. Don’t put off upgrading, either. It only takes a few minutes to download an update, and it will prevent any confidential documents from getting into the wrong hands. Since many employees choose to work from home, be sure to train your staff on how to keep their personal devices updated.

Protecting Your Documents Means Protecting Your Business

Every company has private information it doesn’t want leaked, but it could damage your business if a document ends up in malicious hands. Protecting digital documents is a must. Outsourcing IT management, adding passwords, saving as read-only, and updating software will ensure your documents remain confidential.

Top Reasons Why Workplace Safety Is Crucial In 2020

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StrategyDriven Risk Management Article | Top Reasons Why Workplace Safety Is Crucial In 2020

Everybody desires to work in a protected and safe environment, making workplace safety a priority. In the US, 5,250 people died from work-related injuries, but the figure is expected to reduce by the close of 2020 due to the pandemic. This is why employees and employers are expected to take precautionary steps to ensure safety at the workplace – as everybody benefits from workplace safety. How have you created a thorough safety protocol for your employees? Here are some reasons why you should.

1. To limit a resurgence of the pandemic

Across the world, there has been a worry of a possible resurgence of the COVID-19 pandemic. This is why employers should ensure that they do their part in preventing such an occurrence from happening. Ensure that your employees follow the safety protocols highlighted by WHO. Be sure that employees showing symptoms of the virus are isolated from a healthier workforce. In doing so, you can play a part in limiting an insurgence.

2. Statutory office inspections by government health officials

Formal office inspections are carried out in different ways, depending on your form of business. They range from safety tours to samplings, surveys, and incident inspections. The first deals with the general inspection of your office. Safety sampling is a systematic approach to specific risky activities or workplace areas. A survey is similar to safety sampling; however, it focuses on a general overview of dangerous processes and activities.

An incident inspection is only carried out by health and safety authorities after a workplace accident, injury, or death. In some instances, it may be required when an employee reports a case of ill health to the enforcing authority, based on negligent office processes. These checks are increasing this year, and you do not want to be in any trouble.

3. To reduce liabilities

A safe work environment would prevent you from being held liable for injuries or other health wrongs. For example, Walmart got sued for a wrongful death lawsuit when two of its employees contracted the virus and died from complications. Every step necessary must be taken to prioritize health and safety so as to prevent such lawsuits. For example, if you work in an office with long-standing water pipe issues, you should seek services such as Water Mitigation from HL Restoration to resolve these problems and avoid getting sued for putting staff at risk. No company wishes to be slapped with such a suit.

4. Continually changing data

Data on the Coronavirus disease changes every day, putting more burden on research and safety professionals. As scientists learn more about COVID-19, businesses become better equipped to handle the crises and its ripple effect on operations. With a second wave threatening the United States, it is quite challenging for companies to forecast correctly. As a result, they need to be extra careful while adhering to all protocols set out by the WHO and CDC.

The world is moving into new trajectories, especially concerning health and safety. Follow these tips to ensure that your company is not left behind.

5 Safety Tips that Impact Business

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StrategyDriven Risk Management Article |Safety Tips|5 Safety Tips that Impact BusinessImplementing subpar safety regulations in a workplace does not mean saving a lot of money in the business. Rather, it reflects a future problem that may affect the entire people involved in it. Failure to regularly enforce safety standards could lead to some consequences such as reduced productivity, fines, and worker compensation claims.

As a business owner, you do not have to worry about making major changes in the safety measures within the company. There are a few simple safety tips that can make an impact to you, your employees, and even your business partners.

1.Safety Protocols

The first thing to do at work is to implement workplace safety protocols. This means that you should introduce safety regulations from day one. Hire professionals who have expertise in this matter. Seek advice from experienced business owners. Some employers even communicate with a physical therapist to understand all the physical demands of job roles within the company.

2. Cleanliness and Orderliness

An untidy working environment can cause unnecessary accidents. Make sure that everything is placed where they are supposed to be. Check if all boxes are well-stacked, watch out for spills and clean them immediately.

From office supplies to cleaning tools, they should be in proper places and kept in an organized manner. Regular inspections are a must since they help spot potential dangers like messy floors, disorganized tools, and tangled cords.

3. Communication Regarding Safety

This is one of the most important safety tips that many startup business owners miss in the process of implementing safety regulations at work. You should encourage your employees to communicate about safety without hesitation.

There are many ways to do so – a suggestion box, pre-shift huddles, or end-of-the-week summary. Think over what works effectively for the team. You can reinforce safety cultures by conducting awareness and proper training for equipment handling, near-injury misses, identified hazards, and other specific incidences.

4. Providing The Right Tools

As an employer, you should know what tools and equipment your team needs. Providing proper tools and equipment helps achieve a safer working space and better production. However, it does not end there. Make sure that these things are serviced, inspected and clean regularly. You would not want to deal with machine malfunctions and workplace hazards.

5. Regular Meetings

Conduct regular meetings that tackle safety in your workplace. When it comes to safety, you should not worry about awareness and readiness. During your meetings, perform a brief review of safety rules. Do not forget to discuss how to keep the entire work environment safe and work-friendly.

For David Rowland, Head of Marketing at Engage EHS, any business person worth their salt will have an in-depth knowledge of health and safety policy and practice. This is because health and safety is not only an end in itself, it is a means to an end towards a more efficient business that has an improved bottom line and greater brand loyalty amongst consumers.

These are only a five of safety tips you can consider to help your business grow. At the same time, you also guarantee that every person who is working for your company will be safe and sound. If you maintain this important aspect of business, it is likely to prosper and last long in the industry you are in.

For more business tips, you can visit Hivelife.com. This site is perfect for both startups and experienced employers in various industries.

How To Prevent Cybercrime Hurting Your Business

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StrategyDriven Risk Management Article |Cybercrime|How To Prevent Cybercrime Hurting Your BusinessA relatively short time ago, cybercrime wasn’t an issue. It wasn’t even a word. Yet as technology has increased and we have become ever more reliant on the internet to run our daily lives and, of course, our businesses, cybercrime, cyberattacks, and hackers, are now something we have to protect ourselves and others from on a daily basis.

If a cybercriminal were able to infiltrate your business, they could do untold damage financially and to the company’s structure itself. Whether they hack your network for monetary gain or just to cause havoc, the result would be the same; your business would be hurt; possibly mortally so. This is why it is absolutely crucial to do everything you can to prevent this from happening. Here are some ways it can be done.

Use The Cloud

The cloud is a virtual storage space for important documents and sensitive information. It is exceptionally secure, much more so than a laptop or mobile device could ever be, and this means it is the ideal place to keep your most valuable data such as your customers’ payment details, their names and addresses, and your business banking information.

If you can store everything on the cloud, your business will be as secure as possible. Only those with passwords should be able to access your cloud account. Since the data is encrypted, even if someone did manage to get in, they wouldn’t be able to retrieve the information, rendering it entirely useless.

Strong Passwords

Regarding passwords, you will need to have a different password for every log in you have. This might be an irritation because you’ll have to remember several different passwords, but it’s much better than having just one password which, if it were to be compromised, would mean that absolutely everything you log into online would be at risk too. This would include your business information and even your personal financial information.

When you are creating passwords, they must be strong so that no one can guess them or hack them. To create a strong password, you will need a combination of letters, numbers, and symbols, and you should use upper and lower case. Make it a rule to change your passwords every six months or after ten logins to ensure they stay safe and secure.

Encryption

Data encryption is another way to prevent any cyberattacks from being successful. When data is encrypted, it becomes impossible to read and is useless to anyone unless they have the encryption key. Since a cybercriminal wouldn’t have this, even if your laptop or mobile device were stolen, or if you lost a USB stick with all this data on it, no one else would be able to see it.

Encryption is one of the most critical elements of online security, but it can often be overlooked. Implementing it within your business gives you and your clients an additional layer of protection that really can make all the difference.

Six Ways To Help Improve Your Online Security As A Business Owner

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StrategyDriven Risk Management Article |Online Security|Six Ways To Help Improve Your Online Security As A Business OwnerYour business is always something that you can improve, and when it comes to your online security, there should certainly be some active attention towards this area of the company. The online world is a wonderful place, and it can bring with it a lot of opportunities. However, it’s important to recognize that you acknowledge the dangers of the internet and what it can bring. Here are six ways to help improve your online security as a business owner.

Be Vigilant With Your Data Storage

Firstly, it’s important to be vigilant when it comes to your data storage. If you’re not being active enough with the security of your data, then it’s at risk of being stolen or leaked. That’s not something that you want for your company or for the sake of any clients or customers that you hold data for. At this point, you’re then putting other people at risk, and that will never go down well when it comes to your reputation. A good way to handle data storage is to put it all in one place. There’s the cloud, which is an online storage place to keep all your data secure in or you can consider other online and offline options. There are plenty of companies and software out there that are committed to fending off cyber attacks and improving cybersecurity, so it’s important you work hard to ensure your data is safe from anything that you come across in the future. Just because you might be a small business doesn’t mean you won’t be targeted.

Outsource Your IT Security & Support

Outsourcing your IT security and support is definitely something that’s valuable to have when it comes to business. Seeing as a lot of businesses operate with some form of technology or IT device it’s essential everything is working as it should be. If it’s not, then it’s going to cause problems to your daily work life and perhaps restrict your ability and opportunities to make more money.

Consider outsourcing your IT security and support to save yourself the time and effort of having to hire it in-house yourself because this might not be possible with smaller businesses. A managed network security is also worth throwing into the deal when it comes to IT support because they can help ensure your network is secure from hackers at all times, whilst also looking at ways to improve it.

Create Stronger Passwords

Stronger passwords are a great way to help keep your accounts secure. It’s good to change your passwords every so often so that you’re further protecting and securing your logins. Whether that be for your staff members or for yourself, it’s good to use a password software and to take advantage of any two-step authentication that helps to add an extra layer of security. When it comes to passwords, many will attempt to use words and numbers that are relatable either to them personally or via the company. However, it’s important to avoid both of these and to pick something obscure. That’s where password creators on Google Chrome, for example, can provide very useful. If you’re struggling to think of them, just make sure to try and have a number, a special character, and one capital letter within each password. That should be enough to keep it secure.

Avoid Any Dodgy-Looking Websites

The internet is a vast space, and there are millions of websites across the world, so you’re likely to come across a few that don’t seem right. Try to avoid any dodgy-looking websites and trust your gut when it comes to these sites. You’ll likely recognize distinguishing features of these websites such as poor grammar and perhaps a poorly made web design. When making payments or sending files, make sure the site displays a green lock in the left-hand corner of the URL box. This lets you know that the website is secure for making payments and sending confidential information.

If something doesn’t look right, then avoid it at all costs because it’s likely to be something that could cause your business harm in some way.

StrategyDriven Risk Management Article |Online Security|Six Ways To Help Improve Your Online Security As A Business OwnerDelete Any Old Employee Accounts

Employees are responsible for how they navigate the internet, and so care should be taken to look after them in this regard. However, one way to help the company’s online security is to ensure you disable and delete any old employee accounts. Whether these be online ones or offline with computer logins. You must make sure that all of these are disabled or deleted so that in the case of a disgruntled employee leaving, they don’t do anything that might compromise the safety of the company. It’s worth trying to do this with the employee themselves if they’re leaving on good terms, but if not, it’s good to track every account the staff member has that represents the company or has contained any form of company payment methods. The quicker you do this, the better, and that way you’ve got a limited trial when it comes to your company’s details being on the internet.

Train Your Staff

Training your staff is essential because as much as they’re not able to stop a cyberattack from happening if it were to happen, they do bear some responsibility. It is up to you as a company to provide your staff with the proper training on how to use the internet safely. You can never assume that everyone has the same knowledge of the internet and how to spot hackers and cyber-attacks because that’s not always going to be the case. You may find that people who you thought were confident could still fall into the trap. Make sure you’re regularly training your staff and being made aware of occasions where new methods and protocols have come out in order to protect people’s details online.

Improving your online security is essential, so use these tips to make sure your company stays safe online. Whether it’s outsourcing your security support to training your staff, it’s all-important to do.