7 essential data security tools for your team

The importance of protecting sensitive data and information in today’s digital landscape can’t be denied. With organizations increasingly switching to remote and hybrid models of work, the need for making use of essential data security tools for teams has come to the forefront.

With cyberattacks and threats of data breaches becoming a reality, data security tools foster trust and safeguard the reputation of organizations. According to Forbes Advisor, data breaches cost an estimated $4.45 million on average.

It’s better for organizations to prevent data breaches by enhancing data security instead of trying to curb the problem afterward. But first, how do you describe sensitive information?  

What is sensitive information?

Any data and information that can be personally identified or traced back to an individual or organization is characterized as sensitive information. When information of such a degree is shared with unauthorized individuals, it can lead to detrimental consequences for the organization or individual that may harm their reputation or endanger their internal working systems.

Some common examples of sensitive information in a work environment include personal information of employees, intellectual property and strategies of a business, legal documents of an organization, sensitive information regarding customers, financial data, and other proprietary information.

While there are many cybersecurity threats to an organization’s information, the most common ways by which cybercriminals might attack sensitive data are malware, exploits, social engineering, password attacks, ransomware, and MITM attacks.

What is data security?

Data security is an important part of cybersecurity for organizations that handle vast amounts of sensitive data. Essentially, data security refers to the use of appropriate tools and software to protect against unauthorized access and the threats that accompany them. A robust data security system uses processes of data encryption, data erasure, data resiliency, and data masking to protect sensitive data from falling into the hands of cybercriminals.

Data security tools are not only an ethical but also a legal obligation for all small and big firms. Laws across the world penalize businesses that fail to comply with the necessary rules and regulations for data protection of their consumers and affiliates. Data security not only protects an organization’s reputation that comes from data breaches but is also a great way to save extra costs on curing and debugging your information protection systems. After all, prevention is better than cure.

7 essential data security tools for your team

Firewalls

Firewalls act as the first line of defense against cybercrimes and are one of the most common data security tools that can keep your organization’s sensitive information safe. They can be installed as hardware or software to protect a company’s intranet from being violated by unauthorized users and malicious software by keeping track of incoming and outgoing network traffic. 

If firewalls had to be described in layman’s terms, they’d be compared to traffic enforcement units that monitor and control the incoming and outgoing traffic to prevent people from entering the wrong lanes accidentally or intentionally to avoid accidents. Similarly, these network security devices keep the internal networks of businesses free from cyber attacks and cyber criminals by inspecting incoming network traffic and keeping your intranet safe from hacking, malware, online fraud, and identity theft.

Companies can configure the network security device to establish a trusted internal network that can’t be infiltrated by alien entities. For example, if your company’s social media statistics, which hold sensitive information about your consumer’s interests, are protected via a firewall, competitors won’t be able to steal your data.

Data encryption tools

Encryption is an essential component of a robust data security system for both big and small enterprises. Whether your business focuses on link building for the IT and cybersecurity niche or your business is a part of the healthcare industry, having set data encryption tools and processes in place can keep your business’ (as well as your customer’s) sensitive data away from the prying eyes of cybercriminals.

Essentially, data encryption tools make use of cryptography to store and protect sensitive information that can only be accessed via the decryption key, which can include following a series of steps, solving questions, and passwords that are only shared with the personnel of the organization. Data encryption tools not only protect the information that’s stored in devices or clouds but also actively manage data transmission between different networks and prevent data breaches.

While many data encryption tools are available on the market, your choice should depend on your business model and organization’s usage. For example, an international company with a remote work model requires robust data encryption tools with multi-factor authentication, as opposed to an on-site organization where all employees use the same Wi-Fi and accounts can share information in real-time.

Anti-malware solutions

Finding resilient antivirus solutions has become essential in today’s digital world, where cyber criminals are looming around in search of just one opportunity to attack businesses personal information. Whether your team collaborates in a remote work environment or in-person, anti-malware softwares should be an integral part of data security setup.

A strong anti-malware tool protects sensitive information of your team by scanning devices for viruses and other cyber threats such as ransomware and identity theft periodically. Once it finds any suspicious activity or malicious software, it promptly notifies the user, prevents the files from being downloaded into the device, and quarantines them to avoid any damage to sensitive information and data. It also prevents any phishing attempts and keeps all the devices that are used for team collaboration malware-free.

A robust password management system

Every organization that values data security and the protection of sensitive information invests in a robust password management system to keep their information protected without worrying about remembering a thousand passwords. While setting a basic password for your device might keep your children from hacking into your work computer while you’re working on an important task at home, it won’t keep cyber criminals from doing the same.

By investing in a strong password management system, you can not only keep your sensitive information protected but also ensure better cybersecurity, irrespective of whether you’re collaborating with your team in a remote or traditional setup.

An all-round password management system offers convenience in the form of a secure password vault, automatic password management and generation, multi-factor authentication, synchronization across multiple devices, and encryption.

Essentially, organizations can also have access to the company’s accounts on multiple devices, even when teams are working remotely with a strong password management system. Since one can also add privileged access to these password management systems, it adds an extra layer of security and protection for sensitive information that’s stored in these accounts. This reduces the risk of data breaches and, if data is found to be compromised, it becomes easier to find the culprit from within the organization.

Nulab Pass is an excellent example of such a tool, seamlessly integrating with other Nulab products like Backlog and Cacoo. It empowers teams with centralized control over password access, allowing administrators to manage user permissions and minimize the risk of unauthorized access.

Employee awareness

Many times, insider threats such as negligence and half-knowledge can be the biggest risk to sensitive information and can hamper even the top-notch data security systems set in place. That’s why it’s crucial to focus on employee training and awareness to ensure that chances of data breaches can be minimized to a great extent, at least from the internal aspect of the organization.

A comprehensive employee training program should focus on adding more value to every team member’s work while ensuring information security. This can be done by giving employees specific training regarding the kind of tools that the business uses for work and data security, how employees can stay aware about the different types of cybercrimes, easy ways to detect and prevent malicious entities from entering the intranet, what to do if your device is infected, how to practice internet hygiene for enhanced security among others.

If your employees work in an on-site setting, you can host seminars for them by partnering with other businesses that teach cyber hygiene and security to teams in your local area or even globally. Alternatively, if your employees work in a hybrid or remote working environment, you can partner with businesses that offer webinars on the topic of implementing cybersecurity practices and staying aware of new cyber threats pertaining to your business. 

Make sure to add practical components to this training. Whether it’s filling out a survey or even a mock assessment of plausible cybersecurity situations, a practice session will give your employees an idea of what to expect when they’re trying to use essential cybersecurity tools for the protection of sensitive information.

Data loss prevention (DLP)

While all of the options given above are focused on providing higher level of security to the sensitive information that organizations around the world deal with on a daily basis, data loss prevention (or DLP) is a comprehensive set of solutions that makes use of legal, technological, ethical, and compliant data tools to prevent misuse of internal data through data breaches and unauthorized access. 

These tools, which are more focused on regulatory compliance and minimizing data breaches, offer deeper insights into how an organization and its teams use sensitive information that’s in their work and give suggestions on how to protect sensitive data. Data Loss Prevention tools protect the intellectual property of an organization, mask personally identifiable information from unauthorized entities, and adopt a proactive approach toward protecting stored as well as transmitted data through consistent monitoring.

They enforce data protection by defining what sensitive information a business possesses and which information can be shared publicly. They also ensure appropriate policy enforcement, effective real-time monitoring, and automated incident responses, such as notifying the team members and suggesting actions for the next steps.

Access control systems

Access control systems are one of the top methods used to control access to sensitive information by organizations. Described as a great way to ensure the highest level of data security, access control systems can not only be used to keep information safe from unauthorized personnel that are outside the organization’s system but also personnel of lower levels who may not have yet been exposed to or promoted to sensitive information of more intimate level such as financial data, acquisition plans, Personally Identifiable Information (PII), and other high-risk data.

To implement a comprehensive access control system, one must understand the requirements of a business and the various teams under it. For example, a Role Based Access Control (RBAC) will be more suitable for large organizations where the level of management varies greatly. Alternatively, a smaller business can benefit from a Mandatory Access Control (MAC) system that gives administrators the power to share information according to the needs of the business.

If you plan to design a secure data security system in your organization or even for your team using access control systems, you must assess your business needs, define levels of security and access provided to various personnels, implement physical security measures for on-site control and software equivalent for hybrid and remote access. 

You should also find an access system that offers facilities for authentication, monitoring, reporting, automation, and integrates with your other essential data security tools and technologies. Remember to review and update the system as and when required. For example, if your team grows in the future, finding an access control system that takes care of additional users will become pertinent for the success of your team.

Final thoughts

With cyber threats endangering the sensitive information of both big and small businesses in today’s digital age, it’s essential to adopt and implement data security tools for added layers of protection to all types of sensitive data. 

Even if your team works from different physical locations, you can ensure data security by using firewalls, data encryption tools, anti-virus solutions, strong password managers, increasing employee awareness, prioritizing data loss prevention, and access control systems. 

By using the methods above, you’ll foster a culture of learning and data protection in your organization that’ll keep all cyber threats at bay and will ensure the reputation of your organization is never compromised.