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How to Stop Your IT Data from Leaving with Your Staff

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Industry experts estimate that nearly 100% of a company’s vital and confidential information is stored digitally. Additionally, a study conducted in 2009 by the Ponemon Institute, showed that data theft is a common occurrence in the business world. The study revealed that 59% of employees that quit or are asked to leave take sensitive or confidential business information when they leave.

As an employer, once data leaves your control, it has the potential to be distributed widely and freely and is impossible to stop. Unfortunately, you may never be able to completely prevent data theft from employees. However, with proper planning and implementation, you should be able to drastically reduce it. Let’s look at some preventative measures that will help.

Data Backup

Set Clear Confidentiality Policies and Employee Expectations

Spell out exactly what is acceptable and what is unacceptable use of company information. Ensure that your staff understands why it is important, placing the emphasis on the company’s needs rather than implying any mistrust of your workers. Require all of your employees to sign an agreement that clearly communicates their understanding of your data management rules.  You may want to have employees in more sensitive roles sign separate non-compete agreements and a confidentiality agreement. These types of agreements establish a culture of seriousness around company secrets and can prevent intentional data theft and strengthen your legal stance in the event of a violation. Also, be suspect of any prospective employees that offer to provide customer lists or other proprietary information from their prior employer.

Utilise Technology

There is a plethora of software and service providers that specialise in data access and control. Only give employees access to data that their role specifically needs. This means, of course, that your highest risk positions are going to be within your IT department since they will have access to everything. Protect documents with passwords and encryption software and monitor who is accessing what, when and why. More advanced data loss prevention tools can help prevent data from slipping out through email, thumb drives, instant messaging, file sharing and file transfer applications. Software can even be installed on laptops and smart phones that would allow you to delete data from that device remotely.

Monitor Suspect Employees

If you suspect that an employee is disgruntled and/or preparing to leave, you can install applications that will record everything that happens on a company device and report suspect activity, including data transfers. Of course, it is always a good business practice to try to keep employees happy from the beginning. Your investment in employee happiness pays many dividends, including a higher level of loyalty.

Terminate Access Quickly

Once an employee departs, you must move quickly to terminate their access to the company data, both internally and on the cloud. Anyone who leaves on less than pleasant circumstances should be monitored to make sure they don’t leave with anything that doesn’t belong to them, such as thumb drives and mobile devices. Of course, you can also have a forensic expert investigate if you are really concerned about data theft.

With these practices and procedures in place, you will send a clear message to your staff that data theft is a serious matter and, as a result, this should dramatically minimise your risk.


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