Small Business Guide

to

4 Simple Steps To Protecting You & Your Customers

Evaluate Remove Prevent Dispose

Evaluate Your Company’s Assets & Identify Sensitive

Information Step1

Develop a list of physical and digital assets located within each room of your company

*Don’t forget storage, equipment, software & networks for each room

Treat each digital device as an “office room” Take inventory of all personal and sensitive information stored or transmitted through

these devices.

Answer the following questions for each piece of office equipment:

Evaluate Information Security Questionnaire – Digital

Asset Evaluation Step1

Remove All identified security threats & unsecure

practices Step2

Review your physical & digital asset log to identify sensitive data you do NOT need

Only request sensitive data on the LAST step of transactions *Financial data should only be requested for processing payment or tax documents.

NEVER include the expiration date or more than 5 digits on a sales receipt

All online transactions or sharing of sensitive data should be done on a Secure Sockets Layer (SSL)

*See final slide of Small Business Guide for secure payroll and ecommerce software

Prevent Future Security Breaches by Addressing Digital

Security Step 3

Take inventory of new IT equipment that collects sensitive data *Log each VIN # and check it periodically to ensure it has not been switched

Identify all connections to computers, servers & IT equipment that may contain sensitive data *iPhone’s, Dropbox accounts, online fax storage, digital copiers, etc.

Do NOT email sensitive data, use an online fax service *Faxing is the most secure way to transfer sensitive information, although fax machines are built with an internal hard drive that is often hacked when a company disposes of it.

Use a Password Management Service

Don’t store sensitive data on electronic devices that are easily stolen or lost *If needed, use an online backup service with an encryption & auto-destroy function

Prevent Future Security Breaches by Addressing Physical

Security Step 3

Define employee guidelines, responsibilities & restrictions upon new employee hire & in company handbook.

Make sure your employees log-off their computers and lock all cabinet doors prior to leaving each day. *iPhone’s, Dropbox accounts, online fax storage, digital copiers, etc.

Do NOT email sensitive data, use an online fax service. *Faxing is the most secure way to transfer sensitive information, although fax machines are built with an internal hard drive that is often hacked when a company disposes of it.

Lock all file cabinets with sensitive information & start a “sign in/out” system each time they are accessed. *This should be true of off-site storage facilities as well.

Dispose Of any and ALL sensitive information

Step 4

Make shredders available throughout the office, especially around mail areas, copy or fax machines *Do not create a “To Be Shredded” box, this will only increase your risk

Erase electronic devices COMPLETELY before removal. *There are software options available to clean all electronics periodically or wipe completely

Mail centers and fax machines should be placed in private area, AWAY from foot traffic *According to a GFI study, 49% of employees claimed to have seen a paper fax that was not intended for them

Security Software Recommendations

Explain this point in a few sentences. An infographic doesn’t necessarily mean you aren’t allowed to use words.

Secure Online Shopping & Payroll • Intuit GoPayment • Intuit Online Payroll

Password Management • Lastpass • Dashlane

Secure Online Backup • iDrive • Carbonite Online Backup

External Hard Drive with “Auto Destroy” Feature • Apricorn Aegis Padlock 1 TB USB 3.0 256-bit AES XTS Hardware Encrypted Portable External

Hard Drive • Apricorn Aegis Padlock 500 GB USB 2.0 256-bit Encrypted Portable External Hard Drive • Apricorn Aegis Secure Key FIPS Validated 16 GB USB 2.0 256-bit AES-CBC Encrypted Flash

Drive

Security Software for Portable Electronics • LoJack for Laptops

Secure Online Fax Plans • MetroFax Essential • Nextiva Single User • eFax – eFax Plus

Sources

Explain this point in a few sentences. An infographic doesn’t necessarily mean you aren’t allowed to use words.

ChooseWhat.com would like to thank the following websites for their help in developing this information security guide. • http://business.ftc.gov/documents/bus75-medical-identity-theft-faq-health-care-

health-plan • business.ftc.gov/privacy-and-security • David of FindAFax.com • www.OnGuardOnline.gov • Electronic Code of Federal Regulations • http://business.ftc.gov/documents/bus69-protecting-personal-information-guide-

business • http://www.sba.gov/category/navigation-structure/starting-managing-

business/managing-business/business-guides-industry • http://business.ftc.gov/privacy-and-security/data-security

A detailed version of this guide is available here: http://www.choosewhat.com/starticles/small-business-security-essentials

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