Here's how you can safeguard sensitive data while using new technology.

1 Risk Assessment

Before integrating any new technology into your facility management operations, conduct a thorough risk assessment. This means evaluating the potential vulnerabilities that could be exploited by cyber threats. You should identify which data is sensitive and map out how it flows through your systems. Understanding the risks associated with data storage, transmission, and processing will help you determine the appropriate security measures to implement. Regularly updating your risk assessment is essential as new technologies and threats emerge.

2 Access Control

Controlling who has access to sensitive data is a fundamental aspect of data security. Implement role-based access control (RBAC) to ensure that employees can only view or modify data that's relevant to their job functions. This minimizes the risk of accidental or intentional data breaches. Additionally, use strong authentication methods, like multi-factor authentication (MFA), to verify the identity of users before granting access. By tightly managing access, you reduce the number of potential entry points for attackers.

3 Encryption Usage

Encryption is your ally in protecting sensitive data. It scrambles the information, making it unreadable to anyone without the decryption key. Use encryption for data at rest (stored data) and in transit (data being sent over networks). For facility managers, this means encrypting files on servers, laptops, and mobile devices, as well as emails and other communications containing sensitive information. Ensuring that all new technology adopted by your facility supports robust encryption standards is a critical step in safeguarding data.

4 Employee Training

Your employees are often the first line of defense against data breaches. Provide regular training on cybersecurity best practices, such as recognizing phishing attempts and handling sensitive information correctly. Make sure your staff understands the importance of security policies and how to use new technologies responsibly. By fostering a culture of security awareness, you can empower your team to be vigilant and proactive in protecting sensitive data.

6 Vendor Management

When using new technology, you often rely on third-party vendors. It's vital to ensure that these vendors also follow stringent security practices. Conduct due diligence before partnering with a vendor and establish clear contractual agreements regarding data security responsibilities. Regularly review and monitor vendor compliance to ensure they meet your facility's security standards. Effective vendor management helps extend your data protection policies beyond your immediate organization.