Can you spot the information security risks in your office?
With the threat of data theft and hacking a constant concern for businesses, it’s worth being aware of information security and processes in place to protect your workplace.
By taking a common-sense approach and making some simple changes you can really help minimise the information security risk.
1. Employee smart phones
A double-edged sword, smart phones allow us the freedom to take our work anywhere, but with an information security risk of their own. Always ensure your work smart phone is password protected, and never share this with anyone. Beware of open Wifi networks on trains, buses or at restaurants and hotels in which hackers may be able to gain access to emails and files. It’s good practice to encrypt sensitive files, password protect your phone and always remember to keep it safe!
2. Wearable fitness devices
Like smartphones, wearable fitness items are often worn to the office and can be an easy target for a hacker. They use technology such as Bluetooth and although relatively low risk, many don’t have any in-built security and could be connected to a variety of cloud apps accessible from an office computer, making them a target for malware. Ensure your company has a strict computer usage policy regarding the types of websites and apps employees can access in the workplace and during breaktimes.
3. Photocopiers and Multifunction Devices
Many employees are unaware that photocopiers and multifunction devices (MFD’s) are computers in themselves, complete with an integrated hard drive to store data. It’s been proven that some models are easy to hack into and steal information. When your device becomes unfixable, remember to dispose of it responsibly, preferably by using a company to take away the equipment and shred the hard drive. Keep your documents secure by collecting them as soon as you press the print button to avoid colleagues picking up anything irrelevant to them.
4. Consider your computer security
Simple measures such as remembering to lock your screen when you leave your desk, and not leaving passwords on sticky notes stuck to your monitor really help in the quest for information security. Keep any portable devices away from potentially prying eyes by locking them away in your desk drawers when not in use.
5. Don’t forget printed paper documents and reports
When not in use, store away any printed material in lockable filing cabinets, remembering not to leave them open for all to see. Regularly clear out any documents that are out of date or irrelevant by placing them in appropriate shredding consoles or bins ready for collection by your shredding company.
As kind as it is holding a door open for a visitor, try to avoid tailgaters sneaking into your workplace via your access card. Ensure you always have your card on you to stop potential thieves stealing it and gaining entry to your workplace.