You might think that your small organization is not a target for malicious hackers. But, a survey by the Small Business Technology Institute reported that more than half of all small businesses in the U.S. experienced a security breach in the past year. Here are the steps you should take to provide basic security for your financial records.
- Protect Your Systems—Equip all PCs and servers with a) an un-interruptible power supply to prevent corruption of data, b) virus detection software, adware/spyware detection and removal tools, and c) a firewall on all computers that connect to the Internet.
- Create Backups—Make regular backup copies of all your important data. Store a copy away from your office.
- Use Effective Passwords—Encourage non-obvious passwords and change them every three months. Use password protection for folders and files containing accounting information.
- Keep Software Up To Date—Without updates, your anti-virus, anti-spyware and firewall software will not protect you against new cyber threats.
- Lock Your Records—Lock file cabinets and access to computers that contain financial information. Block all unauthorized access to the QuickBooks data file.
- Be Prepared For Emergencies—Create a contingency plan for your organization so you can recover if you experience an emergency. Test your plan annually.
- Use A Payroll Service—Use a payroll service and keep employee names and detailed payroll information separate from the accounting system.
- Audit Trail—Make sure that your accounting software’s audit trail is turned on, allowing unauthorized changes in data to be investigated.
- Computer Checks—Generate bill payment checks directly from the accounting system to reduce the risk of check alteration and duplicate bill payment.
- Educate Your Staff About Security—Develop a “culture of security” in your employees and in your business. You might think that your small organization is not a target for malicious hackers.