office security

Office cybersecurity refers to the set of practices, policies, and measures implemented to safeguard an office’s digital assets, data, and computer networks from cyber threats and unauthorized access. It involves protecting sensitive information, such as customer data, financial records, and intellectual property, from cyberattacks, data breaches, and other security risks. Office cybersecurity includes a combination of technical solutions, employee training, and established protocols to ensure the confidentiality, integrity, and availability of critical information and systems.

Ensuring Internal Security

  • Organize your information. Client data and other sensitive information related to the business (e.g., personnel files) should be up-to-date and organized—meaning you should know exactly where such information is stored at all times and who has access to the information. Outdated information that is not required to be kept for record-keeping purposes should be destroyed. 
  • Determine who needs access to sensitive information and restrict access accordingly. It’s not uncommon, particularly in smaller businesses, to permit unrestricted access to business files to all employees. However, if an individual’s duties do not require the ability to view all files, then access should be limited accordingly.
  • Remove or block access for former employees. 
  • Require all staff members to maintain secure passwords and change them at regular intervals. Passwords should never be posted or written down in view of others.  
  • Ensure that users sign out, or log off, of programs that are not in use. Paper files should also be secured and not left out in view of others. If client files are stored in filing cabinets or desks, those cabinets, desks, etc., should be securely locked at the end of the day (or any time the office may be unattended).
  • Require staff to shred discarded paper documents (and properly dispose of old storage devices).
  • Establish, and adhere to, a policy regarding third-party use of office computers and ensure that access to sensitive client data is off limits.   
  • Prohibit employees from using work-related e-mail addresses to sign up for personal accounts.