Data management

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If confidential information isn’t handled correctly, it can be used by cyber criminals to commit theft and fraud and disrupt business activities.

Confidential information includes anything from bank account details and addresses to CCTV footage.

In creative industries, such as film production or literature publishing, if IT systems are breached and data is taken, work might be leaked before official release and pirated. This can mean lost revenue, so good data management is just as relevant for a recording studio as a financial services company.

Research and development work, if lost or stolen, might cause your business significant disruption, or to lose its competitive edge in the market and miss out on sales.

Key actions for keeping your own and your customers’ data safe

  • Back up all data essential to running your business on a regular basis. Consider using an automated system to do this, but don’t rely upon it completely.
  • Have more than one server/back-up drive, keep them in different locations so if one is damaged or destroyed, you’ll still be able to access the data.
  • Consider using a trusted cloud service to back up your data (in addition to physical back-ups). Check the security precautions your chosen cloud service provider uses.
  • Monitor and maintain electronic equipment and portable devices holding customer data to prevent data corruption or incompatibility.
  • Protect equipment against physical risks, such as power surges, water damage, fire and theft.
  • Wipe all data off electronic equipment before donating/recycling/disposing of it and consider using a workplace services provider to dispose of confidential papers and data.
  • Have a retention and destruction policy in place, so confidential information is kept only for as long as is absolutely necessary.
  • Review data protection measures on a regular basis, and make sure they’re looked at more closely for the General Data Protection Regulation.
  • Read through and act on our advice about cyber threats for further guidance on protecting the data you own and hold.

Templates for issues related to data management

Equipment

Display screen equipment

Guards and safety devices

Fire risk assessments

Additional resources

Getting the standard
right

Find information on regulations that you and your business may need to comply with.
A-Z of legislation

Security products and services

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Frequently asked questions
Find answers to some common queries about securing property, vehicles and stock, and protecting people against potential threats.
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Related topics

Taking care of these risk topics can help make managing and safeguarding data easier.
Contractors and temporary workers
Cyber threats
Electrical and electronic equipment
Electrical installations
Employee fraud and theft
Gaseous fire suppression systems
Lightning and power surges
Loss of connectivity
Management of keys and access codes
Passive fire protection
Safes and strongrooms
Security fog systems

Useful links for data management

You can learn more about laws relating to data management and get guidance on keeping information secure from these sources:

BCI (Business Continuity Institute)
BSI (The British Standards Institution)
CPNI (Centre for the Protection of National Infrastructure)
CREST – Ethical Security Testers
Cyber Aware
Cyber Aware - Cyber Essentials
Gov.uk – The Data Protection Act
ICO (Information Commissioner’s Officer)
ICO - Cloud computing
ICO - Guide to data protection
ICO - Guide to freedom of information
ISF (Information Security Forum)
ISO (International Organization for Standardization)
ISO - ISO/IEC 27000 family – Information security management systems

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