The implementation of processes and tools to address data security can be carried out through a variety of techniques, including administrative controls, improvements in physical security, logical controls, organizational standards, and other protective practices that limit user access according to their profile and prevent unauthorized access. Additionally, these processes often address the possibility of data being compromised, with backup and information restoration policies.
Accounting offices, in a constant process of modernization, have turned their attention to this topic. And this is what we will help you reflect on in this article.
The importance of data security in accounting offices
All companies currently deal with confidential data to some degree. From banking giants that handle massive volumes of personal and financial information to micro-enterprises that store their clients' contact details on a mobile phone, data is at stake.
Recently, Brazil approved the General Data Protection Law (LGPD) which, in a few words, is legislation to regulate and oversee the use of personal information by companies. A series of rules must be followed by all businesses that handle their customers' data. This is a major reason for accountants to be concerned about the data security of their clients.
The main objective of data security is to protect the information (text, image, audio, and video) that an organization collects, stores, creates, receives, or transmits. The adequacy of how this is done and compliance with legislation are also very important aspects.
And, at the end of the day, it doesn't matter which device, technology, or process is used to manage, store, or collect data - the primary concern is that they must be protected. Data breaches can result in litigation and huge fines, not to mention the damage to the brand's reputation that allowed this to happen.
And this concern becomes even more relevant when we look at the volume of data breaches today. According to a global study conducted by the Online Trust Alliance (OTA), cyberattacks caused losses of over 45 billion dollars in 2018.
How to protect the data of your accounting office
Having visualized the challenge, it is time to present some excellent tips for you to protect the data of your accounting office. Check them out below!
Only work with licensed applications
The ease with which software is developed and implemented today, along with the price reductions of recent years, no longer allows for the use of unlicensed tools. In other words, there are no more excuses for installing an 'informal' system and using it without a contract, without support, and without respect for the manufacturer's legal rights.
Another strong argument in this regard is that licensed software comes with maintenance guarantees and receives periodic updates to address vulnerabilities. As a result, the chances of making the data circulating in the system susceptible to fraud decrease drastically.
Take advantage of the convenience and security of the cloud
Cloud computing has democratized access to IT infrastructures. What many accounting firms do not know is that it offers additional layers of data protection. This is because the software as a service (SaaS) provider has the technology and qualified personnel to monitor the data and make the necessary modifications to deal with the evolution of threats.
By setting up a cloud infrastructure, or simply using systems as a service, in addition to reducing IT costs, the firm can also be assured that the business data, and that of its clients, will be more protected and monitored at all times.
Develop a proactive management strategy
Just the fact of changing the mindset regarding data is already a big step. The ideal is to shift the focus from problem-solving to understanding the risks.
Just to illustrate: a good data security strategy should include access control to documents and other files that contain sensitive information. This should be achieved through the integration of systems and authentication methods for authorized individuals to use the systems, view, and modify information.
Thus, knowing where the weak points are, it is possible to make a proactive management; prevent and protect the data. It is important to emphasize that this is much cheaper than trying to recover losses after a fraud occurs.
Seek specialized help
We know that the core business of an accounting firm is not technology projects. Relying on a specialized provider for structuring and managing data security strategies is a great choice.
This can be done for specific projects or in the form of outsourcing, that is, outsourcing certain routines or even the entire IT security operation.
A company specialized in data protection can create a proactive management plan; it can also implement tools and backup routines, monitoring, and others, which will enhance technological capabilities and provide peace of mind so that your team can focus solely on delivering the best service to clients.
→ Read also: Zamak Interview: Learn how to protect your data and avoid risks!
How is data security in your accounting office? Did you like the tips we provided in this text? Contact us and see how we can help you structure a strategy to ensure total security!