Today’s razor-sharp, lightning-quick commercial world relies on rapid access to data. From established global corporations to tiny back-street start-ups, data management is now a crucial component of business success.
This is because data is now one of the main building blocks of commercial activity. Control, storage and security of data have become vital aspects of a vast range of businesses from surf schools to IT consultancies.
That’s why the protection of data and the security of cyber traffic have risen to the top of many boardroom agendas. Keeping data safe from prying eyes is one of the cornerstones of modern business management.
Methods to protect company data can range from the simplest measures like a better padlock on the company back door to the latest most sophisticated cloud-based security platforms, like that offered by leading cyber security operators.
But there are still plenty of businesses that don’t believe the risks are relevant or important to them. They may still operate in a world of removable media where disks, sticks, and drives are the established way of moving data around the organization.
Portable data was used extensively before the rapid explosion of the internet. And the old-school use of removable media still persists in many organizations.
Since the era of transferring files on floppy discs, businesses have used physical devices to store and carry data. Staff may even carry portable data with them on travels for the company.
It can still be a convenient way to transfer files in many situations. Floppies have long since gone – but disc drives, USB sticks, and DVDs haven’t.
Flash drives are still considered slick and convenient in many situations. External hard drives can hold large amounts of data and be very portable.
SD cards and tiny SIM cards can also be used to keep and transport data. Some businesses even use laptops and phones as portable data devices.
If you are unsure of the wi-fi or internet access in a new location these data boxes may be the simplest option for moving some material between computers.
And note that most software systems still use the symbol of a disc as a graphic icon. It demonstrates that the use of removable media is still ingrained in many business systems.
But experts warn that ANY use of removable media poses a big risk to company data. Hackers, thieves, and rivals can use the vulnerability of these devices to their own benefit – and to your detriment.
The risks of removable media
Using a portable device of any kind to store and transfer data immediately makes that material more vulnerable to theft or loss. Any business using these physical methods is risking losing valuable data, having it stolen by a third party, and damaging its own reputation critically in the process.
There’s even the chance that a device could become infected with malware or a virus. An outsider could deliberately install malicious software like ransomware that would be then introduced into your entire system.
Avoid the dangers of removable media
Security experts advise businesses to establish a set of basic rules about handling removable media that should apply throughout the organization. It’s a simple matter to train staff about the dangers and how to avoid them.
The rules could include simple instructions like these:
- Any personnel are forbidden to carry USB drives out of the company building.
- Only use a portable data device with trusted computers within the company network.
- Always scan any device with anti-virus and anti-malware packages before opening.
- Disable any auto-play or auto-run features as a safety measure when first connecting a media device to the network.
- Use secure passwords to protect confidential data.
- Remove sensitive data from portable media once it has been transferred to another computer and saved.
- Ideally encrypt all data stored and transferred on any removable media.
Expert security measures
The latest security systems are a little more sophisticated than checking staff members’ pockets as they leave the building.
In fact the use of any removable media is now banned by many progressive organisations. It’s the clearest way to eliminate the risks associated with its use.
In addition there are now very smart systems available to secure all data wherever it is stored and used. Consider the benefits of the latest security systems from a leading specialist within the industry. In addition to many effective security systems for businesses, Perimeter 81 offers ZTNA solution, this ensures completely secure remote access to data – without the need for removable media.
Staying safe
Some companies don’t have time, money or expertise to completely do away with removable media. They should at least understand the risks associated with using USBs and hard drives however.
Operators and members of staff in any organisation should be made aware of the potential dangers from viruses and malware. Training is the best way to help staff protect their organisation’s data.
In the fast-moving world of today’s internet, the cyber criminals are always trying to get ahead of the cyber security defences. Any data-based business needs to stay ahead of the rogues.
That means using the best practices and the most effective cyber security.
Worried about the costs of changing an old-school data system? Perhaps businesses should worry more about the costs of a major malware attack or data breach instead – it’s likely to be a great deal higher.
