Remember the days when storing data was done with a filing cabinet and a key? There was no risk of a hacker stealing this information unless it was in person at the location where the files were being held. In today’s changing technological landscape there are many different ways to store data online. Although it enables collaboration and amplifies productivity, it also leaves the information vulnerable to… unwarranted access by hackers and malware attacks, an increasing problem in the technology industry. To help you navigate the ever–changing digital environment, here are 5 ways to help ensure your client data stays secure: 

1. Encryption  

Encrypting data involves taking plain text data and encoding the information into cipher text, with only the authorized parties able to decipher the information. Encryption should always be used to protect strictly confidential or sensitive information transmitted over data networks to protect against risks of interception. The encryption of data at rest shall only include strong encryption methods such as AES or RSA. 

2. Multi-Factor Authentication (MFA) 

Traditional usernames and password logins are not the most secure way to restrict access. Even using suggested strong passwords can leave accounts vulnerable to hackers. Multi-factor authentication uses more than one verification method to gain access to the information; such as, an email or text confirmation. Ensure MFA is enabled across your business to protect sensitive information from unwarranted access. 

3.User Roles 

Restricting data internally should be done strategically. Junior level employees should not have access to sensitive information through shared databases. The best way to have data available to only the necessary parties is to assign user roles; such as, admin, management, and employee. User restrictions can also include ‘read only’ on documents which restricts the access to make changes to the data. 

4. Use a Documentation Software Like SyncMonkey

Keeping company data centralized can save operational resources by eliminating the time and money spent on improper documentation practices. Using a documentation and client credential software like SyncMonkey will help keep all your internal and client information secure and centralized. SyncMonkey uses encryption, MFA, user roles, and other security features so you can rest easy knowing your data is secure. 

5. SOC-2 Compliance 

SyncMonkey software is SOC-2 certified by an independent AICPA auditor annually. The certification involves following several processes and procedures to mitigate the risk of security –related instances both internally and externally. Any organizational software that stores important information should always have compliance certifications to know that they are keeping up to date with security practices. 

To summarize: 

To protect information in the digital landscape might sound more complicated than it is if you try to achieve that by yourself. With SOC2 secure certification, Sync Monkey is a versatile and easy-to-use document management platform designed by industry experts to simplify and protect MSP documentation. With role assignment tools, MFA and automated encryption, our customers call us the “Exactly what I needed!” platform. The secure database of your client’s documentation and credentials covering everything from contact names and addresses, phone.. Click here to start your free–trial and we’ll take care of the rest.