It's 3 AM - Do You Know Where Your Data Is?

By Peter DeHaan

It doesn't matter what type of company you run, your operation has amassed a great deal of valuable data.  You have a treasure trove of customer information, including phone numbers, mailing addresses, email addresses, billing histories, demographic profiles, social security numbers, bank account numbers, and credit card numbers.  Some of this data was purchased, while you garnered the rest over time, using meticulous recording keeping.

Even the smallest of businesses possess an extraordinary amount of priceless information, while larger organizations store millions of data points -- all nicely organized, painstakingly verified, carefully stored, and dutifully backed up.

You have all that information, but what are you doing with it?  No, I'm not talking about harnessing it to produce a competitive advantage or turning it into a core distinctive (think of how Google is astutely exploiting the vast minutia of data they have accumulated).  I'm sure you know you must do these things and are diligently working on them.  What I am referring to is protecting your immense information stash from the nefarious reach of notorious hackers, cyberspace's criminal elite -- hard to catch and harder still to prosecute.  

With the theft of personal information steadily increasing -- due to an insatiable demand and relatively low risk -- there is a greater likelihood that your business could soon be a victim.  Data security, which is best left for the security experts, will not be detailed in this short article, but you are being implored to steadfastly protect one of your organization's most valuable assets.

First, you need someone with the requisite knowledge and experience to be in charge of securing your computers, network, intranet, and Internet access points.  Next, you need to give them the resources needed to do the job.  I'm not suggesting that you provide an unlimited budget or give them a blank check, but when they say it will cost X dollars to do the job, don't provide half that amount and expect optimum results.  If you cut the funds, some items will remain insecure or be only partially secured.  That would be akin to locking the doors of your office, but leaving the windows open -- or installing a building security system, but never connecting it to the monitoring station.  Don't handcuff the crime stoppers.

Next, realize that many security breaches are inside jobs.  Yes, I know you carefully screen new hires and trust your staff not to steal from you -- I'd be disappointed if you didn't hold your staff in high esteem.  However, the reality is that, many cases of data theft involve a complicit insider.  To address the people side of the equation, you need your human resources department involved, along with IT and your security officer.  Together they can put safeguards in place that will restrict access, limit the scope of information available, and provide an electronic log of activity.

Your data -- and your company's future -- is on the line.  Make sure it's a secure one.

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