Five Tips to Maintain Data Integrity for a Small Business

May 06, 2021

eBay, Equifax, and Twitter are some of the biggest brands that have experience data integrity problems. All businesses hope never to deal with a security breach. Employers are responsible for maintaining confidential data. Confidential data may include passwords, personal information, and financial information. Small business owners recognize that they need to keep records safe. These records include unique business data, employee records, and customer information. They do not have compliance officers and data integrity experts on their team. Lack of resources may make entrepreneurs think that they don’t have much control in limiting their exposures to maintain confidentiality. Small business owners may not be aware that they are open to a data breach. How can a small business keep accurate records and maintain data integrity?

Here are five tips to keeping your company records uncompromised:

1. Employers should secure physical records.

It is important to ensure that offices and filing cabinets are locked. The records stored in a filing cabinet contain critical data. This data may include bank account numbers, social security numbers, and personal financial information.

Employers should limit employee access to those respected areas in which records are stored. Many businesses have internal security systems such as cameras. Security cameras can deter employees or customers from accessing records.

2. Protect computers with strong passwords.

Most data breaches occur due to a password breach that could be prevented.

Here are a few tips for creating passwords that could reduce a company’s risk of being “hacked”:

  • Passwords should be long vs. short in characters.
  • Experts recommended using both symbols and numbers.
  • Alpha characters should be a combination of both upper and lower case letters.
  • Cybersecurity specialists recommend creating words that do not exist in the dictionary. Hackers are not easily able to identify fictitious words or phrases.
  • Change passwords regularly. Do not reuse past passwords.
  • Employees should not write down passwords on post-it notes. Nor should they display passwords in a fashion in which they are easily accessible.
  • Computer screens should not be visible to employees and customers. Be mindful of the areas in which screens face.
  • Locking computers that are unattended can reduce security threats from those passing by. Many large companies have policies in which employees are discouraged from walking away from their screens if computers are not locked. Small employers can do spot checks to ensure screens are maintained secure when left alone.

3. Computer maintenance is essential.

  • Regular backups can keep information stored on computers safe.
  • Perform virus scans weekly or as recommended.
  • Small businesses that do not have IT resources may want to seek support from a local IT firm.

4. Limit computer access.

Customer databases should have security controls. Checks and balances should be put in place so that there is a separation of duties amongst employees. Separating employee responsibilities can limit exposure to internal fraud.

5. Ensure employees working from home are following security measures.

More employees are working from home than ever before. They are accessing company data from the comforts of their home.

Managers should create policies and train employees to ensure the company records remain safe. To reduce security threats from internet connections, Wi-Fi networks should be kept private.

Many small business owners work hard at maintaining both secure and confidential payroll records.

PaySmart works with small business owners that need support in processing payroll while they may be offsite. Small business owners may need to tend to a personal matter or even take a much-needed vacation. Payroll tasks may be frustrating when trying to schedule vacations. Some small businesses may be receiving payroll reports to the place of business. An employee could access confidential files that are mailed or couriered to the company’s location while an owner is out of town.

PaySmart offers an alternative to small business owners that allows them to vacation from anywhere in the world! Owners can run payroll remotely 24 hours a day, seven days a week! All while maintaining data integrity! Many PaySmart clients are reaping the benefits of this service!

Payroll can be less stressful when business owners consult with our client concierges to discuss options. PaySmart takes pride in supporting small business owners’ payroll responsibilities. We know how important it is to escape to that much-needed break to relax on the beach, mountains, or anywhere that is desirable. We can appreciate how relaxed they feel returning from a journey that they experienced the peace of mind knowing payroll was able to be handled timely and securely.

PaySmart is a payroll provider located in Mechanicsburg, Pennsylvania, supporting small businesses in the Central PA region. We are dedicated to helping small businesses take care of their payroll needs. To learn more information about how PaySmart may provide payroll solutions, please contact us at 717-766-1777. Our New Client Concierge is waiting for you!