11 Vital Data Security Tips all Businesses must implement

Data Security Tips
Image Credit: gremlin / Getty Images Signature

In today’s business landscape, data security is an essential aspect that cannot be ignored. With cyber attacks becoming increasingly sophisticated, businesses must proactively safeguard their sensitive information from unauthorized access or theft. This is where data security tips provide businesses with actionable strategies to protect their data from potential threats.

As a business owner or manager, it’s crucial to understand that data breaches can have serious consequences, including reputational damage, financial losses, and legal ramifications. By implementing effective data security measures, you can protect your organization’s assets and ensure your clients’ data remains secure.

In this article, we will provide practical data security tips to help you protect your business against cyber threats, safeguard your business and maintain your clients’ trust.

Create a Data Usage Policy & Control Access to Sensitive Data

Data classification is not enough; you must also develop a policy that defines access kinds, requirements for data access based on classification, who has access to data, what constitutes acceptable data use, and so on. Remember that all rules and infractions must have apparent repercussions.

You must also implement reasonable data access controls. Access controls should limit information access based on the concept of least privilege: users should be granted just the rights required to execute their intended purpose.

This ensures that only authorized individuals have access to data. As we cover below, access restrictions can be segregated into physical, technical, or administrative.

Implement Access Controls

Access controls are another essential data security tip businesses can implement to protect their sensitive data from unauthorized access.

Access controls limit the access of individuals to certain areas or data based on their role or level of clearance. Here are some tips on implementing access controls:

  • Use role-based access control: Use role-based access control to limit access to sensitive data based on an employee’s job function. This ensures that employees can only access the data needed to perform their duties.
  • Implement two-factor authentication: Two-factor authentication adds an extra layer of security by requiring users to provide two forms of identification, such as a password and a fingerprint, to access sensitive data.
  • Limit physical access: Limit physical access to areas where sensitive data is stored, such as server rooms and data centers.
  • Review access regularly: Review access controls to ensure they are up-to-date and effective.
  • Revoke access promptly: Immediately revoke access for employees who no longer require access to sensitive data.

By implementing access controls, businesses can ensure that sensitive data is only accessible to authorized individuals.

Remember that access controls are part of a comprehensive data security strategy, so implement other security measures.

Use Strong Passwords

Using strong passwords is one of the most basic yet critical data security tips that businesses can implement.

Weak passwords can be easily guessed or cracked, leaving your accounts and data vulnerable to cyber-attacks.

Here are some tips on creating and using strong passwords:

  • Use complex and unique passwords: Your password should be 12 characters long and include a mix of uppercase and lowercase letters, numbers, and symbols. Avoid using personal information or common words that can be easily guessed.
  • Use a passphrase: Consider using a passphrase instead of a password, as they tend to be easier to remember and more secure. A passphrase is a series of words that are easy to remember but hard to guess.
  • Don’t reuse passwords: Avoid using the same password for multiple accounts. If a cybercriminal gains access to one of your accounts, they may be able to access your other accounts with the same password.
  • Use two-factor authentication: Two-factor authentication adds an extra layer of security by requiring a second form of identification, such as a code sent to your phone and your password.
  • Change your passwords regularly: Changing them every three to six months is recommended. This helps prevent someone from accessing your accounts if your password is compromised.

By following these tips, you can create and use strong passwords that will help protect your business’s sensitive data from cyber-attacks. Remember that even the strongest password is only as secure as the system it’s used on, so implement other data security measures besides solid passwords.

Keep Software Up to Date

Keeping your software up to date is an essential data security tip that is often overlooked.

Software updates often include security patches and bug fixes that can help protect your data from cyber-attacks. Here are some tips on keeping your software up to date:

  • Install updates promptly: Installing them as soon as possible is essential when software updates become available. Delaying updates can leave your systems vulnerable to security threats.
  • Update all software: Make sure to update all software, including operating systems, applications, and plugins. Hackers often target outdated software with known vulnerabilities.
  • Use automatic updates: Consider using automatic updates to ensure that your software is always up to date. This can help prevent you from forgetting to install important updates.
  • Remove unused software: Uninstall any software that is no longer needed, as it can create unnecessary vulnerabilities in your system.
  • Perform regular scans: Conduct regular scans of your systems to ensure that all software is up to date and that no vulnerabilities need to be addressed.

By following these tips, you can ensure that your software is up to date and that your systems are protected from security threats.

Remember that keeping your software up to date is an ongoing process, so make it a regular part of your data security strategy.

Use Encryption

Encryption is another important data security tip businesses can implement to protect sensitive information.

Encryption scrambles your data so that it can only be accessed with the correct decryption key, making it unreadable to anyone who doesn’t have access to the key. Here are some tips on using encryption:

  • Use strong encryption: Use strong encryption algorithms, such as Advanced Encryption Standard (AES), to ensure your data is secure. Hackers can easily crack weak encryption.
  • Encrypt all sensitive data: Make sure to encrypt all sensitive data, including emails, files, and hard drives. This helps prevent unauthorized access in case of a data breach.
  • Use encrypted communication: When transmitting sensitive data over the internet, use encrypted communication channels, such as Virtual Private Networks (VPNs) or Secure Sockets Layer (SSL) connections.
  • Store decryption keys securely: Make sure to store your decryption keys securely, as they are necessary to access your encrypted data. Consider using a password manager to store your decryption keys.
  • Regularly review encryption practices: Regularly review your encryption practices to ensure they are up-to-date and effective.

By following these tips, you can protect your sensitive data through encryption.

Remember that encryption is part of a comprehensive data security strategy, so implement other security measures.

Implement Change Management and Database Auditing

Another security approach is to record all database and file server actions.

For security audits, login activity must be kept for at least one year. Any account exceeding the number of unsuccessful login attempts should be immediately reported to the information security administrator for inquiry. It is vital to detect changes to sensitive data and related permissions.

Using historical data to understand what data is sensitive, how it is being used, who is using it, and where it is going allows you to design effective and accurate rules the first time and predict how changes in your environment may influence security.

This technique might also assist you in identifying previously identified dangers.

Educate Employees

Educating employees is a vital data security tip to help prevent human error and protect your business from cyber attacks.

Employees are often the first line of defense against security threats, so it’s vital to ensure they are trained on best practices for data security.

Here are some tips on educating employees:

  • Provide regular training: Conduct training sessions on data security best practices, including how to recognize phishing emails and create strong passwords.
  • Develop a security policy: Develop a clear security policy that outlines the expectations for employees regarding data security.
  • Restrict access to sensitive data: Limit access to sensitive data to only those employees who need it to perform their job functions.
  • Monitor employee activity: Monitor employee activity on company systems to ensure they follow security policies and procedures.
  • Encourage reporting of security incidents: Encourage employees to immediately report any security incidents, such as a lost laptop or a phishing email, to the appropriate personnel.

Educating your employees on best data security practices can help prevent human error and protect your business from cyber attacks.

Employees are critical to your data security strategy, so include them in your efforts to protect sensitive data.

Introduce Resilience and Redundancy

Resiliency and redundancy are crucial technological concepts, particularly data security and system reliability.

Resiliency refers to the ability of a system or network to recover quickly and effectively from disruptions, such as hardware failures or cyber-attacks. A resilient system is designed to be fault-tolerant, meaning that it can continue to operate even if one or more components fail.

Redundancy, however, refers to including backup components or systems to ensure that critical functions can continue even if a primary system fails. Redundancy ensures that critical systems and data are always available, even if a failure or outage occurs.

Harden your systems

Any location where sensitive data may live, even temporarily, should be sufficiently protected depending on the information the system may access.

Because a network is only as secure as its weakest link, this would encompass any external systems that may get inside network access through remote connection with many privileges.

However, usability must still be considered a good balance between usefulness and security.

OS baseline

One of the first things you should do to protect your computers is to tighten up the security of the OS setup.

Most operating systems enable unnecessary services out of the box, which a malicious user may exploit. Only provide your staff access to the programs and listening services they need to do their tasks.

Anything that isn’t essential to running the firm should be turned off. Standardizing on a secure operating system image that all employees can use might also be helpful.

Services and applications with specialized features may be made available upon request. The hardening settings for Windows and Linux will be different.

Web servers

Because of their reach, web servers are one of the most popular targets for attackers.

If an attacker gains access to a prominent web server and exploits a flaw, they may reach thousands, if not hundreds of thousands, of people who use the site and their data.

An attacker may impact all connections from users’ web browsers and do damage well beyond the one system they hacked by attacking a web server.

Filters and restricting access to executable scripts are two specific areas of concern with web servers.

  • Filters enable you to restrict the amount of traffic that may pass through. Limiting traffic to precisely what is essential for your company might assist in protecting against assaults. This increases productivity and minimizes the possibility of consumers receiving a virus from a suspicious website.
  • Executable scripts, such as those written in PHP, Python, Java, and Common Gateway Interface (CGI), are often executed with enhanced permission levels. Most of the time, this isn’t an issue since the user is restored to their normal permission level at the end of the execution. However, problems emerge if the user can exit the script at a higher level. Ensure that any scripts on your server have been extensively tested, debugged, and authorized for usage.

Implement Clustering and Load Balancing

Clustering is the interconnecting of many computers to function as a single server. Parallel processing is used in clustered systems to boost performance and availability while increasing redundancy (but also adding costs).

High availability may also be provided through load balancing. This allows you to divide the task among many computers. These computers are often HTTP servers (also known as server farms), which may or may not be in the same geographical region.

When locations are separated, this is referred to as a mirror site. The mirrored copy may provide geographic redundancy (allowing requests to be answered more quickly) and help decrease downtime.

Backup Data Regularly

Backing up data regularly is a crucial data security tip that can help protect your business in case of a data breach or other disaster. By regularly backing up your data, you can ensure that you have access to a copy of your information in case of an emergency. Here are some tips on backing up data:

  • Use automated backups: Automated backups ensure that your data is backed up regularly and consistently.
  • Store backups offsite: Store backups offsite to ensure they are safe from physical damage, such as fire or flood.
  • Encrypt backups: Encrypt your backups to ensure they are secure and cannot be accessed by unauthorized individuals.
  • Test backups regularly: Test your backups regularly to ensure that they are working correctly and that you can recover your data if needed.
  • Use multiple backup methods: Use multiple backup methods, such as cloud storage and physical backups, to ensure that your data is protected from a variety of threats.

By regularly backing up your data, you can ensure that you have access to a copy of your information in case of an emergency.

Backups are part of a comprehensive data security strategy, so implement other security measures.

Protect your Endpoints

Your network’s endpoints are under attack constantly, so endpoint security Data breaches may be avoided if the proper infrastructure is in place to handle them.

Several factors to consider while designing an endpoint security plan include unauthorized software and sophisticated malware (such as rootkits).

The network’s endpoints are growing and becoming less clear as mobile device use rises. Automated technologies installed on endpoint systems are necessary to reduce malware’s impact.

Assess Vulnerabilities and Conduct Penetration Tests

Port scanners and vulnerability scanning tools like Nmap, OpenVas, and Nessus are the norms in vulnerability assessments. These utilities probe the ecosystem for open ports and service versions from a remote workstation.

Penetration testing is evaluating the security of a system, network, or online app from the perspective of a potential intruder. Manual pen tests may be run with automated software programs.

The primary goal of a penetration test is to identify security flaws. A company’s security policy, compliance, security awareness, incident response, and identification capabilities may all be evaluated via penetration testing.

To maintain uniformity in network security and IT management, businesses should do pen testing regularly, preferably once a year.


Data security is a critical concern for businesses of all sizes. Cyber attacks and data breaches can have devastating consequences, including financial losses and damage to your company’s reputation.

By implementing the data security tips outlined in this article, you can help protect your business from these threats and ensure the safety of your sensitive data.

To recap, the following are the essential data security tips that businesses should implement:

  • Create data governance guidelines
  • Implement access controls
  • Use strong passwords
  • Keep software up to date
  • Use encryption
  • Implement change management, and database auditing
  • Educate employees
  • Introduce resilient and redundant systems
  • Protect your endpoints
  • Assess vulnerabilities and conduct penetration testing

By prioritizing data security, you can help protect your business and customers from the potentially devastating consequences of a data breach or cyber attack.

You might also like