Considering the unprecedented times that coronavirus has shown us, each one of us is working from home. Companies no matter what size are equipping their workforce with the right technology and resources to work efficiently. A major advantage for the companies is that they could keep the best employees regardless of their location and allow them to work virtually. In fact, these virtual employees meet online but hardly in flesh. Each of them can access the company’s data and documents and consume them at every transaction. From the salesperson to marketer, HR to a customer service representative, everyone utilises this data. Because of this, data security and protection becomes the primary concern.
This blog will discuss the possible sources with can breach data security and how you as an employer can prevent business data.
Data security loopholes
Since a virtual work environment calls for an altogether different setting to work, one can encounter a unique set of challenges. In order to find & fix the loopholes leading to the data security breach, we have elaborated on 2 different scenarios. These scenarios are often the reasons encountered by various businesses in case of data theft or data loss.
- Working equipment: Since virtual work means allowing employees to work from their own devices, this is the first reason. In other words, their working equipment may not be protected by an antivirus and are likely to be attacked by malware.
- Connectivity: Your virtual employees will either use their home wifi connection or a shared one to work. This unsecured connection can lead to data theft.
Steps to follow for data security
1. Secured Log-In
Equipping each employee with a secured login credential can ease away the problems of data theft. Mytelly’s online dashboard and software allow users to log in securely to access company data. Companies can also use an added layer of security with two-factor authentication. This allows users to login with their secured ID and password with an added safety login through a Pin code or security question.
Not just this, another step is to move to multi-factor login by using voice or finger recognition, or through retina biometrics. All these help to make business data more secure and safe while working virtually.
2. Restricted accounts
Your virtual workforce might not need all the business data. They only need data and process documents that help them to do their jobs in a better way. So providing remote employees with limited data and documents can do half of the job for you easily. Limited access will make sure that there is no unnecessary extraction of data that can result in a breach. Also, employers can provide extra data whenever required on an approval basis. So this indirectly makes sure that data remains safe. MyTelly’s smart solution allows your users to access database, data and documents once you set them according to the remote teams.
3. Protecting Devices
Incorporate a culture to practice clean devices to mitigate thefts. Ask your virtual employees to have up to date firewalls and antivirus software installed on their devices. Cell phones, tablets, laptops and desktops, all have the potential risks to breach of data security.
To reduce damage, make sure that each employee uses security software and exercises device hygiene to minimise risks. Ask them not to install any devious software which is not protected and can lead to data theft
4. Internet connectivity
Incorporate a culture to use their own personal wifi connections and not shared or public connections. Once a device gets connected to a public network, it expands the risk unknowingly as it allows anyone to access any data.
So either provide individual wifi devices to your virtual employees or ask them to use only their personal networks which are safe and secure.
5. Use cloud telephony for data security
Cloud is by far the safest option available for companies to work virtually. With its AI-Enabled solutions like Virtual Number, IVR, Virtual Receptionist, Number masking, the cloud secures you from any possible business data theft.
Your data, customer representatives name and number, location etc remains safe with cloud telephony solutions.
Now you can secure your data and documents while working in a virtual environment by following the above-mentioned processes. They mitigate the risks involved in data theft and enables data privacy at each point. No matter which size your company is, these smart solutions allow you to work without worry. Always use these with effective protocols to safeguard your business information. Want to know more how we can help you to secure your data, then call us now.