For small businesses, payroll processing can be handled in-house or through an outsourced vendor like Paychex or ADP (full disclosure, Paychex, and ADP are my clients). For many small businesses, contracting out payroll processing saves time and money and allows the business to focus on its core competencies. However, if your small business uses an outsourced payroll provider, you should take steps to make sure your business data and employees’ personal information are secure. Keep reading to learn how to keep your business data safe through encryption, two-factor authentication, and more!
1) Consider your business data to be sensitive information
Your business data is sensitive information. This means that you need to take extra care to keep it safe and secure. Here are 10 tips to help you do just that 1) Don’t share your passwords with anyone else. Even if they’re your employees, family members, or close friends, never share your passwords with them. 2) Make sure all of your software updates are up-to-date; these updates often include important security patches that will keep the system safe from malware and viruses. 3) Enable two-factor authentication for any login system that offers this feature so that no one can log in without access to their cell phone or other external devices (you can also set this up with a text message). 4) Create new user accounts on every computer as soon as you buy it and only use them for specific tasks like checking email or browsing the internet so that your private account isn’t compromised.
2) Encrypt all business data
In today’s business world, data security is more important than ever. With hackers becoming more sophisticated, it’s critical that businesses take steps to protect their data. One way to do this is to encrypt all business data. This means that if a hacker were to gain access to your data, they would not be able to read it. Encrypting your data will help keep your business safe from cyber attacks. If you need assistance with data encryption, contact our team of IT experts at for tips and tricks on how to best safeguard your company’s sensitive information.
3) Have a reliable backup
One of the most important things you can do to keep your business data safe is to have a reliable backup. That way, if something happens to your primary data source, you have a fallback. There are a few different ways you can backup your data, so choose the method that makes the most sense for your business.
-You can use an online backup service like Carbonite or Mozy.
-You can use an external hard drive or USB drive.
-You can even save backups to CDs or DVDs.
Whatever you do, just make sure you have at least two backups of all your important data, and that those backups are stored in different locations.
4) Consider using an online payroll service
An online payroll service can save you time and money by automating many of the tasks associated with payroll, including tax calculation and filing, employee onboarding, and direct deposit. But before you sign up for a service, it’s important to do your research to make sure the provider is reputable and that their security measures are up to par. Here are 10 tips to help you choose a payroll service that will keep your business data safe 1) Check out the company’s website Find out if they offer any certifications or awards from organizations like BBB or ISSA. Read reviews on other websites as well, but take them with a grain of salt – sometimes people just post complaints without giving any solutions. 2) Ask for references You might be able to find these on the company’s website or ask friends who use an online payroll service what they think about it. 3) Test drive the product Ask if there is a free trial period so you can test out the software before committing to anything long-term. 4) Make sure it integrates seamlessly with your other systems You don’t want to have double entries and have redundant information in two places.
5) Update software regularly
One of the most important things you can do to keep your business data safe is to update your software regularly. This includes your operating system, as well as any applications you use. Outdated software is one of the most common ways hackers gain access to systems, so it’s important to stay up-to-date. You should also install security updates as soon as they become available. In some cases, waiting even an hour may allow a hacker enough time to exploit vulnerabilities in the software and take control of your computer. If you don’t know how to perform these tasks yourself, get in touch with a qualified IT professional for help.
6) Monitor social media accounts and personal devices
In today’s age, it’s not enough to just have a password-protected network – you need to be monitoring your social media accounts and personal devices for signs of a breach. Here are 10 tips to help keep your business data safe
- Have a strong password policy in place for all accounts, both corporate and personal.
- Educate your employees on the importance of cyber security and how to spot a phishing email or scam.
- Use two-factor authentication whenever possible.
4. Regularly update your software and anti-virus protection.
- Backup your data in multiple locations – cloud storage is ideal.
- Keep an eye on your credit report for any suspicious activity. 7. Check with a professional before using remote access software (such as GoToMyPC) 8. Encrypt files so they can’t be accessed without permission 9. Back up important company documents like payroll records and bank account information 10. If you suspect your system has been breached, contact your IT department immediately!
7) Separate business and personal activities
You may be used to managing everything in one place, but when it comes to your business, it’s important to keep business and personal activities separate. Not only will this help you stay organized, but it will also help you keep your business data safe. Here are 10 tips to help you get started -Update software regularly. Doing so ensures that any vulnerabilities are addressed before they become an issue. It’s important to know that a security update doesn’t just mean updating the operating system; it also means updating browsers, plugins, software, and apps.
-Educate employees on how not to click on links or open attachments from emails they don’t recognize Phishing scams can use these tactics as a way of obtaining information about your company’s payroll security. In other words, if someone is trying to make you think something has happened (e.g., that there is a problem with your payroll), they might ask for more information than necessary (e.g., social security number). These scams are easy enough for savvy employees to spot — so train them!
8) Don’t rely on public WiFi networks
Public WiFi networks are notoriously insecure. Any data you send or receive while connected to one could be intercepted by someone else on the network. So if you’re handling sensitive information, like payroll data, it’s best to avoid public WiFi altogether. The use of VPN’s will help mitigate this risk and keep your business safe.
#2 Change passwords regularly Use a password management app and change your passwords every 30-90 days, depending on how important they are.
#3 Educate your employees about threats Make sure that all of your employees know about possible threats and what steps they can take to minimize their exposure. If a phishing email comes in from an unknown sender, don’t click anything! Instead, forward it to the IT department for review before taking any action.
9) Have multifactor authentication enabled
In the event that an employee’s login credentials are compromised, multifactor authentication can help prevent hackers from accessing your company’s data. To set up multifactor authentication, you’ll need to enable it for each user in your account. To do this, go to the Security tab in your account settings and click Enable next to Multifactor Authentication. Once you’ve done this, each user will be prompted to set up their preferred method of two-factor authentication when they next log in.
10) Regularly monitor bank account balances
Cybercriminals are always looking for new ways to gain access to sensitive information, and one of the most common ways they do this is by targeting small businesses. That’s why it’s so important to regularly monitor your bank account balances. By doing so, you can quickly spot any unusual activity and take steps to protect your data. Here are 10 tips to help you keep your business data safe