Data security is a relevant issue for all companies, regardless of their size or industry. With the General Data Protection Law, this issue has become even more important, requiring action on the part of business organizations.
Accounting firms handle a considerable amount of sensitive information, and for this reason, they need to be protected from cyberattacks. If managers neglect and fail to take care of this security, they could end up suffering huge financial losses for their business and their clients.
However, not all managers know how to ensure protection, as it is necessary to understand the concept and functioning of data security, the real importance of the subject for the office and the specific strategies for this.
In this article, we will delve deeper into the debate on the topic. You will understand how data security logic works and access practical tips on the topic. Keep reading and find out!
Data security
Basically, data security consists of the set of actions and strategies developed to protect the information of a person or entity in a virtual environment from both internal threats (such as improper access by employees) and external threats (data theft by hackers).
It is important that these measures are applied to all digital data, information exchange and other actions carried out online.
Furthermore, there are four pillars that serve as the basis for data security actions: confidentiality, integrity, availability and authenticity. Below, we explain the concept of each of them in more detail.
Confidentiality
This consists of ensuring that information is accessible only to authorized individuals. The manager will need to control and restrict access through authentication and impose limitations on confidential data. Without this pillar, information becomes vulnerable to theft, robbery and other forms of cyberattacks.
Even when using specific software, the company has the possibility of restricting access to certain data, which may only be available to authorized employees, with access through the use of a login and password.
Integrity
Integrity refers to maintaining the original conditions for producing and storing data. This means that only authorized people can access and modify the system information. This quality also makes it possible to recover lost or damaged files.
Availability
This principle aims to ensure that data can be accessed at any time by authorized individuals. The office must have an efficient system and a network that works 24/7.
Authenticity
This is a process that allows you to identify and register users who send or modify information. With this pillar, you will know who performed a certain action in the system and received or sent the data.
How important is data security for an accounting firm?
Understanding the real importance of data security is the first step to ensuring that all office employees do not neglect it. First, it is necessary to understand the possible threats that your business may face. Below, we highlight some of them:
- malware infection: installation of a program rewritten with malicious codes;
- exploiting vulnerabilities: hackers look for flaws in the company’s security to steal data;
- phishing: an attempt to obtain personal data from individuals through fake emails, messages or SMS;
- internal fraud: cyber attacks or criminals enter the establishment to steal data;
- unavailability: the objective of the attack is to cause instability or a system crash, which also harms the company’s activity and image .
To give you an idea of how significant these numbers are, they represent approximately 30% of the total number of attacks recorded in Latin America.
The main attack vector, according to the research, is still phishing, which is quite common in fake emails that spread malware that aims to attack machines remotely.
If your office becomes vulnerable and suffers these attacks, it will also suffer very high or difficult to repair losses, such as:
- damage to the company’s image in the market, causing a lack of trust among investors, customers, partners and suppliers;
- decrease in the company’s revenue;
- compromise of company and customer information; and,
- permanent loss of corporate data.
How to ensure data security in the accounting office?
It is clear that protecting the organization’s information, data and files is essential to ensure the healthy development of your company.
This becomes even more relevant when it comes to accounting firms, since their systems store confidential company data. To educate them on the subject, in the topics below we list and explain efficient strategies to ensure data security.
Train the entire team
Office employees often open fake emails, click on malicious links or suffer attacks due to lack of knowledge on the subject. Therefore, it is important that you invest in training and development so that your team knows how to maximize data security.
One of the main risks of threats to business data is linked to employees’ lack of knowledge. Unfortunately, clicking on malicious links is a recurring problem, and it is no coincidence that phishing is still one of the main attack vectors.
In addition, training also keeps employees more engaged and motivated to work, which helps with talent retention . Investing in knowledge is always an excellent strategy for managing, developing and protecting a business.
Implement digital compliance
Compliance means being in accordance with the law. There are regulations that impose several requirements on data security, and the objective of compliance is to ensure that the company follows the provisions of law.
In this case, it will be necessary to hire a consultant, advisor or program that performs digital auditing services , ensuring that the office complies with the legislation.
Define access policies
The manager must draw up an Internal Regulation or Code of Ethics that includes clear, objective and transparent rules that aim to ensure the protection of information, in addition to explaining the importance of these codes and encouraging employees to read them.
It must also structure a corporate culture focused on innovation and concern for data security, which is a strategy that aims to transform the behavior of internal customers (company employees).
Count on cloud storage
Cloud data storage involves using other companies’ systems and computers to work with and store information. With this technology, data security is delegated to another organization and backups (file backups) are made easier.
It is important to hire a competent, experienced and specialized company, as it will play an important role in data security.
Perform frequent backups
Including backups in your routine creates an extra layer of protection in case of data loss.
The purpose of this practice is precisely to restore information in the event of operational accidents or attacks that cause the loss of the original files.
Performing backups should be done frequently and is one of the practices most recommended by data protection experts.
Bet on data encryption
Encryption is another key point when it comes to the integrity and authenticity of information. In practice, it ensures that data can only be accessed and read by authorized people.
Protection is provided by means of a mathematical key that is impossible to violate, creating a barrier to the action of cybercriminals.
