Your company’s financial records are perhaps the most important component to maintaining the smooth operation of your business. Keeping financial records secure is extremely important, not only to keep this information out of unwanted hands, but to keep it safe in the event of unforeseen circumstances. So, what are the best practices for data security? How can you make sure your company’s sensitive information doesn’t become lost or fall into the wrong hands? In this article, we’ll take a quick look at some of the practices every business should consider.
Take Advantage of Access Restriction Features
QuickBooks enables you to restrict access to various components of the data depending on the type of user that’s logged in. For example, you might not want to let your shipping manager have access to payroll, but you do want them to have access to information related to accounts receivable. This is possible with QuickBooks, and it’s always a good idea to take time out to learn how to modify user permissions in order to preserve your company’s financial records accordingly. In any small or medium business, there should really only be a very select few individuals with access to most of your company’s QuickBooks information. Your CEO, CFO, accountant, and perhaps a very few others. QuickBooks is one of the most important programs to utilize the best practices for data security with. This all starts with its built-in user account features. Just by taking a moment to set this up, you’re taking big steps to close those gaps.
Utilize a Trusted Cloud-Based Service Provider
Keeping data out of your local office puts your business at a big advantage in terms of data security and preservation. Redundancy and physical security of your hosting equipment is paramount to keeping your business’ most guarded information safe from outside influences. A burglary, fire, hurricane, earthquake, and even something as common as a lightning strike can result in lost and compromised data. Off-site redundancy is also a crucial factor. If you lose your data for any reason on one system, it should be regularly preserved in another location. A physical backup does little good if it’s kept in the same building as your original working copy. One of the best practices for data security any company should consider is keeping your most important data in a secured location outside of the office. This could be in a dedicated server in a data center located off site or through a managed hosting solution. Here at HarborCloud, we take security very seriously. In fact, even our data centers are equipped with biometric and keycard access so only vetted and trusted technicians have access to the hardware used to host your QuickBooks data. To take it a step further, we’ve adopted Citrix XenApp 6.0 as our platform of choice in part because of its industry-leading security features which include: user authentication, single sign on, and SSL session encryption.
Do Accounting in a Dedicated Space
Small businesses are especially susceptible to a lack of discretion regarding accounting and payroll. It’s important that anyone responsible for handling financial matters on behalf of the company be able to work in a space where they can have some expectation of privacy from unauthorized parties while working. This may mean putting your management and accounting staff in a separate area. It might seem silly, but nosey employees are commonplace, even in small companies. Payroll is perhaps the biggest area where privacy is essential in order to preserve the security of records. Encourage accounting staff to always lock their computer when they step away and never to leave information up on screen while speaking to an employee that you wouldn’t want them to see. With these simple steps in place, you should have a bit more peace of mind regarding QuickBooks data security.