Protecting Data

We store all sorts of information on our computers, from marketing strategies and budget reports to our client database and inventory listings. Subsequently, we protect all these data by installing a selection of virus protection software on our computers. Unfortunately, recent studies have shown that human error accounts for three-quarters of sensitive data loss incidents.

This is why it is vital to reduce human error to keep your office computer safe from data loss. Here are a few tips:

Back Up Your Files!

Sure, we’ve heard this all before, over and over again, but how many of us actually do back up our files? Accidents happen, and sometimes we end up deleting important data from our hard drive. Make it a habit to have at least three backups of your critical files—one that’s readily available (in case you need to retrieve the data immediately), one that’s off-site (in case the whole internal network is compromised), and another under lock and key. Also, other than keeping a physical copy of your backup, you can keep your critical files in Google Drive. Since it is online, you can be assured that your critical files will be safe no matter what. Just don’t forget the password!

Update your software.

This you should do regularly. Software updates usually come with “patches” that protect your system against new computer viruses and malware. But make sure to consult your company’s IT department for any software update. In fact, as much as possible, have a trusted professional install any update or program on your computer instead of doing it yourself.

Maintain your hardware.

Hardware maintenance is just as important as software updates. If something is not working properly, don’t ignore it and hope that the problem will just go away and resolve itself. Contact your IT department and have someone check and/or fix the problem for you. You don’t want your computer to just conk out on you, do you?

Practice safe e-mail and Internet usage.

Be wary of spam mail, mail from unfamiliar persons, or messages that contain unknown links (never click those). Also, as much as possible, use your personal e-mail account (Google or Yahoo)—instead of your office email—for non-work e-mail. A number of computer threats, like viruses, can enter and infect your hard drive through fake e-mail links. When surfing the Internet, beware of pop-up windows, cookies, and spyware. Read everything carefully before you click on anything. Also, avoid giving personal account information online.

Keep shared files safe.

If the vital data is a shared file, make sure that you and whoever else is sharing the file are on the same page. But, one of you could end up overwriting or deleting the file! If you are not in close communication with one another, it might also lead to a lot of confusion regarding which file is the most updated version. In cases of shared files, establish a protocol and a system that everyone understands and follows to minimize human error.

Secure your workstation.

Finally, always log off and turn off your computer at the end of the day. Make sure that your computer is password protected, especially if you work with highly sensitive information.