Top Six Ways To Ensure Data Compliance In Your Organization

Mark Martin

[Posted January 13th 2015 by: Mark Martin]

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Data criminals are plaguing business databases, stealing information and wreaking havoc on businesses and their customers. So, you need to conduct regular checks of your system to see where possible breaches might occur. Also, perform regular audits to make sure controls work as they should, and fix outdated controls or defects in your system immediately. These steps protect your data and ensure data compliance.

1. Add Reasonable Security Measures

Add reasonable safeguards that are appropriate for your organization. This means that you must take steps to prevent others from gaining access to your customers’ private information. You’ll need to set up procedures that authenticate those who access your systems, and limit their access to information at their authority level.

2. Protect Appropriate Information

Data compliance involves knowing what information you’re required to protect, and then taking steps to do so. For example, in the healthcare industry, information that organizations such as hospitals, clinics and universities, receive or create that relates to a person’s healthcare is protected health information, or PHI. If you store this information on your servers, you must protect it from unauthorized use.

3. Know How Information Travels Through Your Organization

Understand how information comes in and goes out of your organization. This is the only way you’ll know the key areas that require access codes. Knowing how private information comes in, travels through and leaves your company also helps identify people who need to access this information –as well as those that need not have access

4. Set Up Role-Base Access

You can ensure data compliance by setting up access to your systems and data according to the user’s role in the system. You’ll then grant users appropriate access so they can efficiently complete their jobs. Doing this also avoids giving users more access than is necessary to complete given tasks for their job role, and it eliminates unnecessary access to private information

5. Create and implement security manual

Create a policies and procedures manual that complies with industry and government rules and regulations. Address identification and authentication protocols, risk management and security procedures in your manual. These rules should govern how your employees interact with your company’s data and steps they need to take in the event of a breach.

6. Create Contingency Plans

Data protection must include contingency planning. You need to plan how you’ll get back up to speed quickly and safely, and what you’ll do during emergency down times. Don’t forget your data archiving rules. Avoid situations that force your employees to conduct business in a way that leaves your data unprotected. For example, if your employees must resort to tracking customer orders via unprotected spreadsheets, you run the risk that others might grab hold of this information.

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