A Safe Workplace: Keeping Your Business Secure

5 minute read
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Presented by ADT

Securing your office
space

As the owner of your business you probably also wear the hat
of chief security officer. As such, it’s important to keep the Boy Scout motto
in mind and always “Be Prepared!” If you use common sense and a little
planning, you can keep yourself and your business safe.

One very basic principle for any business is to secure all
doors and windows before you leave the building. This may seem like a
no-brainer, but employees have been known to forget from time to time. It is
also wise to lock yourself inside the building if you or your employees need to
work late into the night.

Since criminals tend to case out a building before breaking
in, be sure you know everyone who steps foot inside your office. Post a “No
Solicitation” sign and enforce it, only allowing people associated with your
business to enter.

Having an alarm system is not only a good idea but a good
investment. You can purchase a quality alarm system with a motion detector for
only a few hundred dollars. Proudly post the signs that come with the system,
letting would-be thieves know you are protected. You can monitor the alarm yourself
or hire a company to monitor it for you.

Employee access

If your small business has a number of employees, only give
trusted, long term employees keys to the building. Consider spending a little
more to invest in a lock mechanism where all copies of the keys must be
authorized by you and locksmiths won’t make copies without authorization. And if
anyone loses a key to your building, spend the money to have the locks rekeyed.

If an employee is terminated, take proper precautions to
protect your business. Each employee should have a unique password for the
alarm panel and computer access, so you can easily delete their codes when
needed. Otherwise, a disgruntled ex-employee could become security risk.

Safe safety

If you have any confidential client information or valuable
assets you must keep in your office, you’ll need a good safe. Keep in mind that
if you don’t follow some common sense rules, even a safe can be easily broken
into. Here are some basic tips:

  • Find a good spot for your safe, keeping it out
    of sight. Place it so that it isn’t visible from any window or areas accessible
    to clients.
  • Don’t put your safe against a wall shared with
    another business or the outside. If that wall is smashed, the safe can be
    pulled out from the other side.
  • Use random numbers for the combination, ones
    that aren’t linked to dates associated with your business or life. And never
    write the number down. Memorize it.
  • Invest in a heavy safe with thick walls. And if
    possible, bolt it to the floor.
  • Limit the number of people who can access your
    safe to the bare minimum. Ideally, you would be the only one with the
    combination.

Cyber security

Your computer passwords are the high tech padlock holding
off would-be cyber criminals from hacking into your vital accounts and databases.

Lists of the most common passwords are  lists are commonly posted on the internet.
“123456” and “password” war back and forth for the top spot. Needless to say,
these aren’t good choices. Neither are other popular choices, such as “qwerty,”
“baseball,” or “dragon.”

Although the best passwords have no pattern, most people
don’t want to memorize a long string of random characters. If you fall into
that category, here are a few tricks you can use to create a secure password that
isn’t hard to remember.

Consider turning letters into numbers. For instance, the
number 1 can be substituted for an “L” or the number 3 can be put in place of
an “E.” Zero works for “O” and 5 can take the place of an “S.”

Next, it’s a good plan to insert a few capital letters
randomly within the word. And remember, the longer the code the harder it is to
crack. Finally, if you add a few random characters to the mix, your password
becomes even harder to guess.

For example, say your pet turtles’ names are Samuel and
Melody. Following these simple rules, SamuelMelody could become #5aMu31m310Dy&.”
That’s a hard password to hack.

Another good technique is what is called a passphrase.
Instead of just a word or two, simply pick out a memorable phrase from
something you like. A line from a favorite poem or anything else memorable, the
more unique the better. Here is a line from a Christina Rossetti poem that
would be a good example (except that now I have used it here it isn’t anymore).
Don’t forget to run it together. “Theuplandflocksgrewstarvedandthinned.” Why is
this good? Because length makes it much harder to crack a password.

Most cyber security expects would advise that you avoid
using the same password for different accounts. That way, if someone does hack
into your Twitter account, they won’t have access to your bank information and
email account as well.

A technique combining everything we have done so far is to
take some piece of the site name, like the last five letters of its name and
combine them with your usual password in some way. Using the passphrase from
above this might be after the first two words. Your password for facebook would
then be “Theuplandebookflocksgrewstarvedandthinned” and for Yahoo it would be “Theuplandyahooflocksgrewstarvedandthinned”.

Some sites ask you various security questions to ensure you
are really you. If you don’t use real answers for these questions, a hacker
will have a tough time impersonating you.

For example, if you’re asked for your mother’s maiden name, select
the name of your first pet instead. Keep in mind though, this only works if you
keep that name a secret. In other words, don’t chat about Spot on Facebook.

Passwords are important for all your devices, too. If your
laptop, phone, or tablet gets stolen, all your contacts and personal
information could be easy to access.

Antivirus and Malware
protection

In February 2015, The
New York Times
reported that a band of hackers stole hundreds of millions
of dollars from over a hundred banks around the world. How did they manage such
a theft? It was through simple malware, opened by unwitting bank employees.

Modern malware can not only record every single keystroke
entered on a computer, but they can take screenshots as well. The cyber-bank
robbers had the luxury of time, as they sat back and learned the intricate
procedures of the banks involved.

On a smaller scale, what could a cybercriminal do with the
personal information stored on your computer? Certainly, they could gather all
your passwords and transfer money from your bank accounts into theirs. They
would also be able to tap into any confidential client information, as well as
other sensitive data.

So, how do you handle this threat?

Install anti-malware and anti-virus software on all your
computer systems immediately! And be sure to update the software regularly to
keep on top of any new advances in malware. Also, don’t open any attachments you
receive from an unknown source.

Back up important
files and documents

All your important information needs to be backed up. If
your computer has a meltdown, or any other emergency occurs, and you don’t have
your files backed up, it can be disastrous, particularly for a business.

The most secure method for backing up your files is to use an
external drive in addition to a cloud system, so that all bases are covered. It
also doesn’t hurt to put important files on a thumb drive or an alternate
computer.

Some people purchase a fire-resistant safe for their hard drives,
protecting the data from any mishap that might occur.

If your company has a server, you’ll need to take extra
precautions to secure that system as well. Keep the door to the server room
locked and change the password for the network monthly.

Keeping your building, assets, and computer systems secure
doesn’t have to be time consuming or cumbersome. If you follow these few simple
suggestions, you will avoid becoming an easy target and will keep your business
safe.