7 tips for creating your company’s data security policy

What is data security?

Data security helps preserve important data from unauthorized access, manipulation and theft. When companies implement these strong security measures, they can also help guard against human error and even insider threats. The tools and technologies involved provide a level of visibility that shows organizations how their critical data is used and where it’s located. If an attack or a breach does occur, then the tools use processes such as data masking and encryption to act as a line of defense.^[1]

Data security vs. cybersecurity

The terms data security and cybersecurity are alike in certain ways and sometimes are used interchangeably. However, there is a distinction between the two:

Data security:

Also known as information security, data security protects information and information systems from unauthorized access and use. It’s an overarching term that extends to all types of data (e.g., digital, physical, intellectual), not just data stored in cyberspace.

Cybersecurity:

This realm of security protects and prevents damage to digital data that’s stored in computer systems and networks.^[2]

Tips for creating a company data security policy

Managing sensitive data is an important part of effective risk-management practices that can help keep your business thriving now and well into the future. So no matter what age or size your company is, it’s always important to put secure measures in place.

Here are seven tips for creating your successful data security policy.

1. Understand the key elements of a data security policy

For a policy to be effective, there are particular elements that must be included in the framework. Use this checklist to help safeguard your business, employees, and clients or customers.^[3]

• Enforce strong passwords: Put a password policy in place for all employees who access your organization’s resources. Implement a naming convention to make it complex and remind employees not to share passwords.
• Keep emails secure: Put clear standards in place that detail how employees can use emails, manage files and properly download content. Remind everyone of best practices to help avoid phishing scams.
• Control internet access: Put rules and limits in place to help maintain safe web access. Misuse could put your company in a risky legal position.
• Shield data privacy: Ensure employees conform to regulations. Data should only be used in ways that protect customers’ identities and information.

2. Conduct an assessment

Organizations store and collect a large amount of data over time. To evaluate the data landscape and identify risks, run an assessment for adequate visibility. The evaluation will help determine which security measures and strategies are suitable for reducing threats and ensuring regulatory compliance.

Consider these steps:

1. Conduct data inventory and classification to help categorize risk level.
2. Evaluate current security controls, policies and procedures.
3. Assess the likelihood and impact of threats including accidental disclosure or data leakage. Include third-party vendors and regulations as external factors.
4. Put security measures in place such as access controls, encryption and network segmentation.
5. Conduct reviews regularly and put together an incident response plan.^[4]

3. Research laws

When developing your policy, first consider all applicable laws and guidelines. Review local, state and federal laws as well as industry standards. For example, healthcare providers must be familiar with privacy standards to ensure IT security efforts are compliant.^[5]

4. Involve necessary parties

Without organization-wide support, implementing a security policy and ensuring compliance is difficult. Involve stakeholders—including users, partners, suppliers and third parties—so everyone understands and can uphold the requirements. Make the structure and content clear, accessible and straightforward.

5. Establish a communication and implementation plan of action

Once your policy is in place, communicate it to your entire staff and implement it within workflows. Explain why updates are necessary, clarify each person’s role, use simple language, demonstrate potential risks and explain how policies affect daily routines.^[5]

6. Conduct regular security trainings

Help employees adopt security policies through ongoing training and exercises that are engaging and educational. The goal is to raise awareness and build skills so employees implement best practices in their daily roles.^[6]

• Develop role-based training specific to job responsibilities and the amount of data handled.
• Share security messages across channels: email, newsletters and login reminders.
• Educate employees on breach detection and reporting to designated responders.

7. Update the policy or trainings as needed

Review and update your data security policy at least once per year, especially as compliance laws change. These rules control how your business collects, processes and stores data, so stay proactive and adjust before regulations change.

Also review your policy after any security incident. Investigate causes, correct actions and fill any gaps in your defenses.