Identifying Potential Email and Data Storage 'Red Flags'
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If your company has not yet implemented an email and data use policy then now is the time to do so. Not only will this improve the way in which data is stored, but you will also educate and inform your user community on the correct and acceptable way that company data should be handled.
Users need to be educated as a priority as they are vital to ensuring that email is used correctly and not to the detriment of the business. It can take just one user sending a sensitive email or losing a laptop to bring a company to its knees. Whilst this is unlikely, you have no doubt seen similar stories in the news and it is a very real risk.
Data security is a major part of the Data Protection Act and you must therefore ensure that all electronic and manual data, especially customer data, is stored in a secure environment. All computers must be accessed using a password and computers must be 'locked' when not in use. You will also need to consider data that moves such as data stored on laptops or memory sticks. Again, this will involve tight policies and education of your user community.
The checklist below should help you to identify some of the key areas that need to be addressed in order to develop good practice amongst your user community and protect your company data. You will no doubt already have a lot of these areas covered, but it doesn't hurt to re-visit each area to ensure adequate solutions are in place.
Checklist
1. Have you identified the areas in which personal data is stored? If you deal with many customer records then this data could be in more than one location.
2. Do you have an acceptable use policy in place for data and email? Is it enforced across the company?
3. Do you have a reliable email archiving solution in place?
4. Is all networked data backed up adequately?
5. Have you implemented an email content filtering solution? Are users restricted by what they can send via email?
6. Do you have up to date anti-virus solutions installed on all computers and all servers that provide data storage and email?
7. Do you have adequate security in place on all computers? Are all devices password protected?
8. Do you have a password policy in place where users are required to change their password at set intervals?
Acceptable Use Policy
An acceptable use policy or AUP is a set of rules written by the IT owner or manager of a network that explains the restrictions in place on the network site and company systems. These documents are written to educate users in acceptable use of data and equipment, but also to reduce the potential for legal action that may be taken by the user.
Once an acceptable use policy has been written it is common practice to ask new users to read and sign the AUP document before they are granted access to computer systems and equipment. If you are introducing an AUP for the first time within your company then it would be good practice to ask all users, new and old, to sign the document.
The AUP needs to be clear and concise, whilst at the same time ensuring that the most important points with regards to what is and is not permitted whilst using the company IT systems. It should also be made clear what disciplinary action will be taken should a user break the rules of the AUP and compliance with the policy should be measured by regular audits.
It is a good idea to include other departments in the formation of an AUP such as Human Resources and the Legal department if you have one so they are aware of the policy and can offer any relevant advice or support where required. You can find more information and advice on writing an AUP further in this document.
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