How to manage our critical data

Following on from our recent blog post on the subject of backing up data and moving to an online solution, we thought it was a good opportunity to share with you some useful hints and tips on how to best manage your business-critical data, whether one of our school or business customers.  

what sort of data do you have and is it sensitive or not? 

For example, do you hold details on either staff or pupils that could potentially be used to identify them, such as their dates of birth or an address? Most organisations will have this data on SIMs, an HR or CRM system or even a scanned document or copy of a driving license, so If you do, then you must keep this data safe. 

Where do you store that sensitive data? 

Data can be stored in many places and it’s important to have an understanding of where it is – is it on a server in your school or office, is it in the cloud or saved locally to a PC or laptop?  

Control who is able to access the data  
  • Make sure that staff only have access to data relevant to their role to enable them to do their job.
  • Change an employee’s access privileges immediately if they leave.  
Sensible steps to take  

There are plenty of simple steps that we can take to ensure we remain safe: 

  • Install and run anti-virus software on your servers, PC & laptops etc... 
  • Patch systems and applications regularly – i.e run windows updates and make sure other systems you use are regularly updated.
  • Use unique and complex passwords - whilst it might be hard to remember lots of long passwords, it’s far safer than having one password for everything! 
  • Backup your data regularly and keep it safe – like in our previous blog, use an online backup solution for extra security and resilience. 
  • Make sure your internet connection has a firewall improve security on your network. 
User education  

When it comes to cyber-attacks and the potential risk of data loss, user error in one of the most common cause of such attacks. It really important to make sure that staff of some of the basics to look out for: 

  • recognise phishing and other email scams  
  • be careful of clicking on links or attachments that look suspicious when on your school or work network 

If you have any questions or concerns over your data and how it's currently being managed, Praestantia can offer you advice that can help you mitigate any potential risks when dealing with sensitive data.