Tips for Smart Data Management for Remote Workers

Most offices are settling into utilizing a remote workforce since the coronavirus pandemic began. Over the last few weeks they may have sorted out their cloud solutions and have everyone using a team messaging platform like Teams to stay connected.

But what about data management?

Remember, if the data your office is creating isn’t on your on-premises server, it’s not getting backed up.

Data management and security can face a lot of challenges when data is being generated from multiple offsite locations. When your team is working outside your physical office technology infrastructure, you have to accommodate all those remote “satellite offices” at employees’ homes and ensure they’re included in your backup and data security plan. 

Start by asking questions, such as:

·      How is data being generated?

·      What cloud platforms is data being stored in?

·      Which physical devices are storing data?

·      How are documents being secured according to their classification?

·      Is all your data (no matter where it’s located) being backed up?

58% of small and medium-sized businesses are not prepared for a data loss incident.

When it comes to data management, there are two key concerns: 

1.    Data backup and recovery; and 

2.    Data leakage (when sensitive data is accidentally exposed)

We’ll go through tips on both that will help you ensure that the data your remote workforce is generating is being properly managed to prevent data loss and data leakage.

Ensure Your Data is Being Protected, No Matter Where it Resides

Adjusting to the new normal of a remote workforce, whether it’s temporary or potentially more permanent, will help your business be more resilient in the face of any future events. Should a natural disaster occur, you’ll already have systems and data management techniques in place to keep your company running remotely.

Data loss can occur any number of ways when you have employees working offsite. These include:

·      Hard drive crash

·      Ransomware infection

·      Accidental deletion

·      Software or hardware conflict

·      Cloud synching problem

·      Cloud server outage

·      Data breach of a cloud account (like Microsoft 365)

The tips below will help you put systems in place that prevent data loss and ensure all your business content is captured and secured properly for staff that is working remotely.

Put Document Security Policies in Place

Policies for document labeling and security that you had in place at your office, might not translate when you have employees working from their homes. Put together a remote document security policy that includes the proper handling and labeling procedure for confidential or “department eyes only” documents.

This helps prevent data leakage incidents which often lead to data privacy compliance violations, where sensitive data is exposed or shared accidentally because it’s not properly labeled or protected

For example, you could use a system like sensitivity labels in Microsoft 365 that can automatically apply document protection security policies based upon the label attached to a document or email.

This type of document security strategy will help ensure your most sensitive data, such as customer credit card details or R&D documents, are still being properly secured throughout your network.

Back Up Your Cloud Platforms

Most companies are able to function and still run their business remotely during the coronavirus quarantine because of cloud platforms. These services allow employees to access data and business apps from anywhere, on any device.

But often, companies don’t properly back up their data contained in the cloud. They mistakenly think that by virtue of being in a cloud service that it’s also being backed up. 

However, that’s not the case. Cloud providers, such as Microsoft and Google, recommend that data in their services be backed up by a third-party solution to prevent data loss.

Use a cloud backup and recovery program designed for cloud service backup to ensure all that data is being protected.

Have Employees Store Files in a Central Location

If employees are all storing company data on their computer hard drives, you could end up losing that data or having it at risk of a breach. Data created by remote workers may also be missing from central file access areas. 

For example, someone trying to locate the latest copy of a sales brochure may not find it on your company server or cloud storage because a remote employee saved it to their hard drive and forgot to upload it.

Give your remote employees specific instructions on where all files should be stored, whether it’s through a remote connection to your server or in a cloud system like OneDrive or Google Drive. Then make sure that the central location is included in your backup and recovery strategy.

Back Up Employee Devices, Just in Case

Inevitably, when your team is working remotely, there will be times that data is stored on the computer they’re using at home. There may be an internet outage, or they may have trouble uploading a large document and store it locally until they can get IT help. 

Don’t take a chance that important data could be lost. Include your employee devices in a cloud backup plan that captures all company data. 

If employees are using their personal devices, they can simply store any work documents in a specific folder and the company’s cloud backup can include just that folder.

PS: Don’t forget mobile devices, like tablets or smartphones that employees may also be using for creating and storing business data.

Try to Keep Communication Centralized

Part of your business data includes communications. These could be texts or messages between employee departments or your team and your customers. It also includes emails and any company related calls.

Use a platform like Microsoft Teams or another type of “all-in-one” VoIP solution that can capture multiple types of communications (messages, emails, phone calls) and keep them all in one place so you don’t lose any important communication trails.

Get Help with an All-Encompassing Backup Solution 

BrainStomp can help your business with a streamlined backup solution that captures all your data, no matter where it lives, and doesn’t drag down productivity.

Contact us today to learn more! Call 260-918-3548 or reach out online.