Small Business Guide to Information Security
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This document outlines a four-step guide for small businesses to protect their sensitive information and customers. Steps include evaluating and removing security threats, preventing future breaches through digital and physical security measures, and proper disposal of sensitive data. Recommendations for security software and best practices are also provided to ensure comprehensive security management.
Small Business Guide to Information Security
- 1. Small Business Guide to 4 Simple Steps To Protecting You & Your Customers Evaluate Remove Prevent Dispose
- 2. EvaluateYour Company’s Assets & Identify Sensitive Information Step1 Develop a list of physical and digital assets located within each room of your company *Don’t forget storage, equipment, software & networks for each room Treat each digital device as an “office room” Take inventory of all personal and sensitive information stored or transmitted through these devices. Answer the following questions for each piece of office equipment:
- 3. EvaluateInformation Security Questionnaire – Digital Asset Evaluation Step1
- 4. RemoveAll identified security threats & unsecure practices Step2 Review your physical & digital asset log to identify sensitive data you do NOT need Only request sensitive data on the LAST step of transactions *Financial data should only be requested for processing payment or tax documents. NEVER include the expiration date or more than 5 digits on a sales receipt All online transactions or sharing of sensitive data should be done on a Secure Sockets Layer (SSL) *See final slide of Small Business Guide for secure payroll and ecommerce software
- 5. PreventFuture Security Breaches by Addressing Digital Security Step 3 Take inventory of new IT equipment that collects sensitive data *Log each VIN # and check it periodically to ensure it has not been switched Identify all connections to computers, servers & IT equipment that may contain sensitive data *iPhone’s, Dropbox accounts, online fax storage, digital copiers, etc. Do NOT email sensitive data, use an online fax service *Faxing is the most secure way to transfer sensitive information, although fax machines are built with an internal hard drive that is often hacked when a company disposes of it. Use a Password Management Service Don’t store sensitive data on electronic devices that are easily stolen or lost *If needed, use an online backup service with an encryption & auto-destroy function
- 6. PreventFuture Security Breaches by Addressing Physical Security Step 3 Define employee guidelines, responsibilities & restrictions upon new employee hire & in company handbook. Make sure your employees log-off their computers and lock all cabinet doors prior to leaving each day. *iPhone’s, Dropbox accounts, online fax storage, digital copiers, etc. Do NOT email sensitive data, use an online fax service. *Faxing is the most secure way to transfer sensitive information, although fax machines are built with an internal hard drive that is often hacked when a company disposes of it. Lock all file cabinets with sensitive information & start a “sign in/out” system each time they are accessed. *This should be true of off-site storage facilities as well.
- 7. DisposeOf any and ALL sensitive information Step 4 Make shredders available throughout the office, especially around mail areas, copy or fax machines *Do not create a “To Be Shredded” box, this will only increase your risk Erase electronic devices COMPLETELY before removal. *There are software options available to clean all electronics periodically or wipe completely Mail centers and fax machines should be placed in private area, AWAY from foot traffic *According to a GFI study, 49% of employees claimed to have seen a paper fax that was not intended for them
- 8. Security Software Recommendations Explain this point in a few sentences. An infographic doesn’t necessarily mean you aren’t allowed to use words. Secure Online Shopping & Payroll • Intuit GoPayment • Intuit Online Payroll Password Management • Lastpass • Dashlane Secure Online Backup • iDrive • Carbonite Online Backup External Hard Drive with “Auto Destroy” Feature • Apricorn Aegis Padlock 1 TB USB 3.0 256-bit AES XTS Hardware Encrypted Portable External Hard Drive • Apricorn Aegis Padlock 500 GB USB 2.0 256-bit Encrypted Portable External Hard Drive • Apricorn Aegis Secure Key FIPS Validated 16 GB USB 2.0 256-bit AES-CBC Encrypted Flash Drive Security Software for Portable Electronics • LoJack for Laptops Secure Online Fax Plans • MetroFax Essential • Nextiva Single User • eFax – eFax Plus
- 9. Sources Explain this point in a few sentences. An infographic doesn’t necessarily mean you aren’t allowed to use words. ChooseWhat.com would like to thank the following websites for their help in developing this information security guide. • http://business.ftc.gov/documents/bus75-medical-identity-theft-faq-health-care- health-plan • business.ftc.gov/privacy-and-security • David of FindAFax.com • www.OnGuardOnline.gov • Electronic Code of Federal Regulations • http://business.ftc.gov/documents/bus69-protecting-personal-information-guide- business • http://www.sba.gov/category/navigation-structure/starting-managing- business/managing-business/business-guides-industry • http://business.ftc.gov/privacy-and-security/data-security A detailed version of this guide is available here: http://www.choosewhat.com/starticles/small-business-security-essentials
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