3 Practices to Remain Secure in Virtual Data Rooms
Virtual data rooms (VDRs) are tools utilized to safeguard business information. They have been adopted by numerous businesses worldwide to protect sensitive data from unauthorized access. However, even with the security features provided by VDRs, it’s essential for businesses to actively ensure their data remains safe.
The frequency of data breaches and cyberattacks is increasing, and it’s risky to blindly trust everyone within your organization with sensitive business information. This vigilance is particularly critical for businesses operating in the finance, legal, and healthcare sectors. To guarantee the security of your business data within a virtual data room, consider the recommendations outlined in the subsequent paragraphs.
1. Robust Access Control
While most of the security within a virtual data room is managed automatically, there are still some things that need to be managed by you – the administrator. To ensure this, access control is the best feature you can utilize.
Access control within your data room ensures that only a specific group of people can see or edit the information you want to share with them. It will determine which persons can access the data and what actions they can perform with that data.
To ensure robust access control in the data room, give granular permissions to users. Keep in mind that not everyone needs full access to all the documents in your company, so only give permissions to those people who you can trust.
Another way to manage access is to create user roles within your organization. For example, the team leads, and managers might have different access needs than their subordinates. So, choose who you can share a specific thing with.
2. Data Encryption
If there is one thing that is non-negotiable in securing sensitive information, it is data encryption. Data encryption helps you store your data in encoded form that only you can read and edit. There are mainly two types of encryptions, including in-transit and at-rest encryption.
In the first type of encryption, all data transmitted between the VDR and users’ devices should be encrypted using protocols like SSL/TLS. This ensures that the data remains unreadable to unauthorized parties even if intercepted.
In the second type of encryption, the data is encrypted in a way that if someone gains physical access to the servers, they won’t be able to access the encrypted data without the encryption keys.
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3. Continuous Monitoring and Auditing
One of the best ways you can keep your information secure is by continuous monitoring and auditing. Make sure to keep a log of all actions within the VDR, including document uploads, downloads, views, and edits. Also, make sure that each entry includes the required information to store the file.
Moreover, it is recommended to set up real-time alerts for specific activities. For instance, administrators can be notified immediately if a user downloads a specific document or if there’s a login attempt from an unfamiliar location.