Six Steps Every Business Should Take to Protect Its Data

Data may or may not be the new oil but it is the growth engine of today’s digital age. Data about a company’s customers, products, services and sales is worth a lot to the company itself, of course, but also to its competitors, as well as to business-savvy hackers. This is why every business, regardless of size, needs to protect its data. 

Once created, data never really dies, and it is used in multiple ways. In fact, the more data is used for making decisions, the more valuable this asset becomes to you and everybody else.  

Protecting something of such value requires a different strategy–we need to start from the data itself. This may look complex but here is an easy way of thinking about that process.

What Data Do You Have?

Knowing what sensitive data your company is generating and storing sounds like a no-brainer, but many businesses don’t have a good handle on the different types of data they create, copy, use or store. You may not realize, but some of your data might include personally identifiable information (PII), healthcare data and financial data. As you are a custodian of such data, this requires special attention not only to protect your users, but also to satisfy compliance regulations. If you do not know your data, you cannot quantify your risk, and hence cannot prioritize your limited resources and time.

Where Is Your Data?

If you don’t know where your data is, you cannot protect it. And many times, even IT staff aren’t exactly sure where sensitive data resides. Your data could be in databases, file systems, applications or archives. For a hacker, these are all ripe targets, not to mention the four, eight or more copies of the same data distributed across less protected test, development, disaster recovery and backup systems. In addition, fragments of your sensitive data often get distributed across dozens of interlinked or even disconnected systems. If that sounds odd, think of your own personal information. Some of those bits may sit in email, Word and Excel, along with text messages, sticky notes and notebooks. Now, extrapolate this to a company of thousands of employees, and recognize that hackers need to get access to only one of those sources.

Who Has Access?

It is important to understand who your users are, and what access they have. Many companies give too much access to too many people, and worse, they do not know about how many keys have been distributed across the company, and to whom. Instead, companies should limit access to as little data as possible, and assign rights on a strict “need-to-know” basis. The fewer the people with limited access, the lesser the chance that they copy, share or contaminate that data. Even if a hacker were to take over their account, your loss would be limited.

Who Touched Your Data?

Understanding where your data is and who can access it is a great starting point, but you need to monitor actual data access to detect anomalies and unauthorized usage. Given that threats and vulnerabilities are always evolving, you may not be able to stop all of them, but detecting intrusion can allow you to intervene and limit the loss. Companies should audit users who log on to their systems, and track what they are doing, especially if they have administrative access to those systems or have broad access to sensitive data. It’s not that you do not trust them, but blind trust without verification can be exploited—especially by hackers masquerading as them.

Why Keep Doors Open?

A bank with broken windows or weak locks on side doors invites intruders. It is critical to lock down your systems by reviewing your configuration settings, patching your systems, closing unused services/ports and locking down critical data. Hackers today have sophisticated automated tools that can quickly scan systems for gaps and vulnerabilities. If they are going to map out your IT systems, don’t you want to scan them and fix them before they come probing? The more exploitable the holes in your system, the faster a hacker’s ROI.

Why Use Real Data?

It certainly is easy to test applications against real data, but doing so creates copies of data that your organization was already having trouble protecting. One simple way to reduce risk is to use fake-but-real-looking data for testing and development purposes. This means systematically replacing all occurrences of real social security, credit card numbers, email addresses, financial information and health data with unrelated random data. Using fake data not only limits exposure to the testers and developers, but also mitigates damage should someone gain access to the test system.

Protecting data isn’t just about setting up the firewall or installing anti-virus software on your endpoints. To most adversaries, these are just speed bumps. Protecting data requires starting from the time of creating data, discovering what you have, knowing where it is stored, enforcing access rights and tracking its usage.

As custodians of the valuable data that never dies, we need to have a strategy around completing these tasks in a scalable and repeatable manner. Status quo is not an option in an age where breaches are the stuff of near-daily headlines.

We hope you never become a target of any attacks, but in case you do, understanding your sensitive data and being proactive in protecting it can make the difference between a quick recovery and a drawn-out nightmare.

— Vipin Samar