(Newswire.net — May 10, 2017) — Messaging software makes communicating across the office and across the country easier. However, many offices use it without understanding the possible security issues surrounding in-house messaging. Because most employees use messaging to discuss sensitive work information and to share files with each other, be that through e-mail or a project management platform, a messaging security breach can be disastrous. Watch out for common security issues to keep your office messaging safe.
Make Employees Responsible for the Data They Send
Employees use a variety of messaging systems, both via smartphones and on office computers, to send files. Instead of trying to monitor a bunch of messaging apps, choose one, like Tettra by Slack, for all your in-house file sharing and communication. This way, employees know the safe, secure way to send data. Let them know they’re responsible for sharing all company data via the program you choose. If they send files outside the program, they are responsible for the consequences.
Choose Which Party Will Manage the File Sharing Software
In a B2B relationship, two companies’ data and message history is on the line when you open up file sharing channels. While you both need cloud access and the same software to message and share, before you begin, decide who has the responsibility of monitoring the software’s security. The best practice is to outsource this security responsibility. If you use software like eFileCabinet or Onehub, you get built-in customer support. However, you still need a point person to make decisions, give access, and communicate with the specialist.
Have IT Audit Software Regularly
Image via Flickr by Johan Larsson
Whether your file sharing and messaging is as simple as Google Drive or flows through a project management system, IT needs to audit the software your company uses regularly. Ideally, you can set permissions for who can view and share which files. Additions like log-in change requirements and multifactor authentication add another layer of security. Finally, if the software doesn’t offer encryption, your company shouldn’t be using it at all.
Look for Suspicious Activity and Compromised Accounts
Compromised accounts take many forms: They could be user accounts exhibiting suspicious activity, like too many failed log-in attempts. They can be extra accounts or websites set up with company access, designed to give employees a security workaround for faster messaging. They can even be employees who don’t take security seriously and who turn to unauthorized ways to communicate about company data. Slack is well-known for its good security, and one of those measures is creating a log of all user activity. Looking at the log shows you what’s normal and what’s not very fast.
In order to get secure messaging for your office center, you need to know which security features to look for, how to level up employee compliance, and how to spot suspicious activity. Even if your messaging system is separate from your cloud storage, employees communicate sensitive and private company data all the time through your messaging platform. Keeping it secure is one essential part of your overall data security plan.