Data is the fuel that sustains modern businesses. Whether you’re a freelancer or a small agency, you probably rely on your clients’ data to work. To recognize the importance and value of data is to implement good practices that will protect future relationships.
Why Is Data Even Important?
Before diving into strategies, it’s important to recognize what’s at stake. Every single piece of digital work you produce or transfer carries value. It might contain sensitive information that’s not meant to be public or personal data that can be used by marketing companies.
A single security breach could expose all your confidential data, leading to financial losses and some serious legal consequences. Cyberthreats don’t just target big corporations; a recent survey revealed that 60% of small businesses say cybersecurity threats are a top concern for them.
Establish Strong Foundations
As simple as it might sound, there are a few simple steps you can take to protect your business. Before investing in a sophisticated strategy, you should establish some cybersecurity basics.
Complex Passwords
We’re all familiar with the struggle of trying to create a password that meets all the requirements. Although it is challenging, it’s a crucial first barrier for a secure account.
A Forbes advisor study found that 46% of Americans had a password stolen in 2024. In addition, 42% of people in the study admitted to using a combination of words and numbers that hold personal significance to create passwords.
Always create complex passwords, and spoiler alert: avoid personal information at all costs. A kid’s birthday or your dog’s name is easy-to-guess information for a dedicated hacker. Better yet, use a reputable password manager to generate and store your credentials securely.
Enable Two-Factor Authentication (2FA)
2FA is now the security standard for many apps. Enable it using the app’s built-in feature or set up a third-party authenticator. This security feature works by requiring a second form of verification, like a code sent to your phone or one created through an authenticator app, before granting access.
Regularly Update Software and Devices
Software updates often include important security patches. Updates address bug fixes and compatibility issues, which are potential entry points for malicious actors if they’re outdated. Staying ahead of security vulnerabilities like unauthorized logins, malware deployment, and data theft is vital in order to run smooth operations and protect your information.
Safeguarding Client Communication and Collaboration
When working with clients, things can get a little more complicated. Security measures should extend beyond your devices. Every email, file transfer, and collaborative tool you use can pose potential risks.
Use Only Secure Communication Channels
When possible, avoid sending sensitive files or credentials over unencrypted services or insecure networks. Offer your collaborators the use of end-to-end encrypted messaging and file-sharing platforms. Consider using a virtual private network (VPN) for safer data transfers and encryption. Reputable providers offer easy VPN download and setup to immediately address basic security concerns.
Careful With Sharing Access
If you collaborate through project management, file-sharing tools, and even social media, you should assign permissions carefully. Only grant access to individuals who truly need it, and revoke access once the project ends.
Storage and Backup Practices
Even with preventive measures, accidents and attacks can happen. That’s why secure storage and regular backups are critical.
Use Reliable Cloud Services
Cloud storage is both convenient and secure, as long as you choose the right provider. When actively searching for a cloud service, look for end-to-end encryption and strong authentication protocols. Providers such as Google Drive, Dropbox Business, or OneDrive for Business often include enterprise-grade security features.
Create a Backup Routine
A common and basic data protection strategy is the 3-2-1 rule:
- 3 copies of your data (one primary and two backups)
- 2 different storage types (cloud and external hard drive)
- 1 copy stored offsite (for instance, in a secure data center or encrypted cloud storage)
While the rule is demanding and might take a bit of time to establish, it should be a core security goal. The 3-2-1 rule can ensure a recovery of your files quickly in the event of ransomware, theft, or hardware failure.
Final Thoughts
If your business becomes the victim of an attack, you could suffer financial setbacks and lose company assets and client data. Protecting your work and your clients’ information isn’t a one-time setup; it’s an ongoing process that could prevent losses.
