Keeping data secure

Advice 2010-02-24 15:45

Andy Jones, director and general manager of Xerox Global Services, Europe says the company uses stringent outsourcing

In recent weeks the Information Commissioner's Office (ICO) has warned that data controllers could face a £500,000 penalty if they breach the Data Protection Act. When you consider the potential fines involved - not to mention the impact a breach could have on an organisation's reputation - the severity and importance of the issue is clear.

1. Have robust selection and recruitment policies in place
The implementation of sound operating practices around staff management - such as banning mobile phones and personal bags from client data processing areas - is key to maintaining a secure environment.

2. Companies need to implement secure technology management
This needs to prevent staff copying client data, removing the physical means of backing up data (unless in a controlled environment) and ensure processed data is regularly purged from systems.

3. When outsourcing processes - only use a trusted outsourcer
Reputation says a lot so it is imperative that a trusted and secure outsourcer is used. We urge you to speak with companies that have solid credentials and in particular adhere to quality and data security standards such as ISO 9001, BIP0008 and ISO 27001.

4. Understand what happens to you data - from receipt to destruction
Take time to understand the journey of your data from receipt to destruction and put in place measures that enable you to track who has access the data, when and where. This full visibility helps prevent data breeches and is vital to the audit trail.

5. Never underestimate the importance of data security
Information may fall into the wrong hands, which will have dire consequences for your customers, and your organisation's reputation. It can also expose you to libel action from your customers and their individual clients. Sadly there is a growing trade in selling personal customer data for marketing purposes, which in turn makes individuals less reluctant to pass this information over.