Role of Non-IT Staff in Maintaining Data Security in Your Company

Whose responsibility is it to maintain data security in your company? The short and rather obvious answer is – everyone at the workplace, from top-level management to the staff at the bottom of hierarchy. The only difference is that some staff are meant to be more accountable compared to others, and some have a clearly stipulated legal responsibility.

Nevertheless, everyone, including non-IT staff, should consider themselves part of the company’s broader effort to maintain data security. Here are the specific roles of non-IT staff.

Implement data security measures

Whether it is a small local business or a large corporation, every company needs to put in place robust measures to maintain data security in all its systems and at all times. Emails are the most common way of transferring files, so you need to protect your file exchanging with GoAnywhere file transfer software. It uses modern encryption technology and authentication methods to protect the company’s files from internal and external risks.

With the enterprise file transfer software, you also get to transform data easily, move files automatically and integrate web and cloud applications for everyday use. Generally, the company is able to centralize and secure file transfers with ease, streamline manual processes, and achieve compliance with data security standards.

Report vulnerabilities 

Once the company has put in place measures to maintain data security in all its systems, non-IT staff have a key role to play in implementing those measures effectively so that they serve their intended purpose. That is because the non-IT staff are the ones that daily use and interact with the system.

Consequently, non-IT staff can play the key role of reporting vulnerabilities within their individual departments and raising alerts whenever they observe suspicious activities. Generally, the role of every staff is to keep everyone informed whenever new threats to data security emerge, particularly bringing it to the attention of IT staff to resolve it.

Exercise vigilance 

Management may put in place robust measures to maintain data security and indeed work to enforce them diligently. However, it can only do so much to ensure their effective implementation. That is because the non-IT staff is the ones in an operational position to implement set security strategies and policies and must be encouraged to play that role.

Non-IT staff must be obliged to be vigilant and demonstrate personal accountability in their actions that otherwise expose company data to external and internal security threats. They must not think that maintaining data security is only the role of IT support technicians but must appreciate their own roles.

Personal integrity 

Non-IT staff has access to the company’s systems and are the first soft spot of any security breaches from inside the company. They could misuse their login credentials to access or attempt to retrieve company data that they are not authorized to access at their level or share their login credentials with would-be hackers.

Therefore, the role of non-IT staff includes demonstrating personal integrity in their dealings with company data, both within and outside company premises. They must not cross boundaries and attempt to access data above their clearance fraudulently. They are also responsible for securing their login credentials from would-be hackers.

Use computers responsibly  

Evidence shows that most cyber-attacks and data breaches in companies actually start with innocuous employees who, either out of negligence or absent-mindedness or perhaps even ignorance, click on something that he or she was not meant to, opening the door for the baiting hacker to access the company’s data systems undetected.

Therefore, the non-IT staff has a role in using their computers responsibly, especially when online. They must only limit their actions to work-related tasks and beware of any unofficial and unfamiliar attempts to contact them or lead them through a series of computer actions that are not in line with their work.

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Allen Wilson

Allen has been writing about gardening for over 30 years. He is a retired professor of Horticulture.

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