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data protection tips - Complete Controller

In the existing hypersensitive environment, one of the top priorities of businesses is to keep their passwords, financial and personal information safe and secure from intruders roving outside. On the other hand, it has become increasingly important and critical for the common man to keep their private and sensitive information. However, it is much more challenging for businesses to protect their data. Different people may have access to crucial and lucrative business information. As businesses face complex challenges related to customer satisfaction and competition, companies are eager to outsource fundamental financial tasks such as bookkeeping. However, the concern of data privacy exists as the material is abundant in financial figures, existing, and potential customers that businesses share with partners. Before planning to outsource bookkeeping, many organizations face a single question: Check out America's Best Bookkeepers

 Should I trust the outsourcing partner on matters like safety and security of data? Is it ok if I hand over my business’s financial information to someone I don’t know personally? 

 A list of 101 trouble-free and straightforward best practices of data protection is mentioned below to help anyone secure personal and business devices. 

Data encryption is the new big thing. Although leak prevention remains one of the essential elements of an IT security strategy, this measure also does not solve the problem completely. According to the Data Protection Confidence Index, despite the growing number of data leaks and more than 3.9 billion stolen records worldwide in the last three years, two-thirds of IT executives foresee the possibility of unauthorized users accessing their networks. At the same time, management does not allocate unique means for data encryption. Check out America's Best Bookkeepers

Based on the research, the Gemalto Breach Level Index summarizes the following recommendations: “The modern security strategy implies a paradigm shift in thinking and includes the implementation of solutions that allow to control access and authentication of users, provide encryption of all critical data, as well as protected management and storage of all encryption keys. “

Organizations need to protect data, not just the perimeter. All this must be done simultaneously with measures to ensure leak safety, which implies both protection of the data itself and the security of users working with this data. Also, organizations should provide secure storage and management of all encryption keys and manage access and user authentication.

The usefulness and confidentiality of data are often mutually exclusive and suppose all users have free access to it. In that case, the interested parties will use this data as fully and effectively as possible. But this can hardly be called the right decision. Fortunately, you can achieve a reasonable balance between providing the necessary access to data and limiting unauthorized access. Check out America's Best Bookkeepers

Providing security and encryption of large amounts of data is a challenging task. Today, more and more organizations cannot prevent data leaks and protect their information assets, regardless of the size of these assets.

“Data Security and Privacy Guide” claims that “traditional security mechanisms designed to protect small amounts of static data behind firewalls in semi-insulated networks are no longer sufficient to protect against modern threats.” 

Install a reliable anti-malware. As with any other aspect of information security, comprehensive data security should imply a multi-level approach for maximum efficiency. Security is a complex of different levels, including efforts to prevent leaks and measures from mitigating the consequences of the leak. It is one of the most basic types of protection that lays down the foundation of security for business devices. Malware is malicious software specially designed for infecting a computer without asking for permission. It can be present anywhere on the internet, such as emails, downloadable files, links, videos, photos, shareware, or website. Because it is hard to identify malware, installing a reliable anti-malware is the safest and easiest option.

Check out America's Best Bookkeepers About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud-hosted desktop where their entire team and tax accountant may access the QuickBooks™️ file, critical financial documents, and back-office tools in an efficient and secure environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity. Check out America's Best Bookkeepers
transmit sensitive data - Complete Controller

Presently, data security management is a serious concern due to the higher chances of cybersecurity attacks. All industries ranging from financial to healthcare, have faced this issue. The national markets, healthcare sectors, and educational and even information technology companies face the problem of security of health information and data. The confidential data and documents must be transmitted in a safe way to avoid unauthorized access to information. Identity Theft Resource Center (ITRC) has revealed several cases of security breaches each year, and only a few cases get reported. In this regard, it is crucial to find a safe way to transmit documents and confidential data. The question, which arises in such a case, is whether it is an effective way to safely exchange confidential and sensitive data and information in the present time.

Some of the methods used to transmit confidential data safely and maintain cybersecurity are demonstrated below. Check out America's Best Bookkeepers

Email

Email is a commonly used method to transmit confidential data and information and considered safe by most. However, there are different threats associated with this mode of passing sensitive data. When sending an email, it travels from the server to the sender. However, the message passes through many servers during this process. This process is why confidential information such as social security numbers, debit, or credit card numbers should not be transmitted through email.

 

Encrypted Email Check out America's Best Bookkeepers

The message can be encrypted to make the message private before sending it to the recipient. A message remains encrypted until reaching the recipient. For encrypted emails, different methods are available in the market with varying levels of security. The importance of this approach is high-level security, but this process also has an issue. Encrypting email server connection and sending an email via encryption protocols, the problem occurs if the recipient does not have the same security practice. Thus, one may use a safe way to send documents and data, but it is not sure that these are delivered safely and secured.

 

Traditional Fax

Transmitting confidential documents and data through traditional fax is another way to send information; however, it is not safe. Nevertheless, classic fax machines are not reliable and susceptible to human error and hacking chances. The questions to its safety are dialing the wrong number or chances of documents received by any other person. Also, fax is an image form of a document, which is easy to forget.

 

In-Person Hand Off

The most secure document and data exchange is the in-person hand-off; however, in the digital age, this method is outdated. Despite its safety, it cannot be used extensively due to increased time consumption. Check out America's Best Bookkeepers

Online Fax

Presently, an approach used for exchanging data and documents is fax over internet equipment. This method is associated with an increased level of security used by companies. Some of the examples are online fax solution, which is cloud-based. Using this approach leads to the storage of documents or data in the cloud, and thus, the chances of data loss, fraud, or deletion is less likely. This information can then go directly to the recipient with the use of a fax machine. The transmission of bookkeeping data can also use this method.

Some companies are concerned about using a safe approach to transmit confidential documents and information. Training of employees to avoid suspicious opening attachments can be useful in meeting security needs to some extent. Keeping updated software can build security and prevent the breach of confidential data and documents. The privacy and security of sensitive documents are susceptible to threats. Each transmission method has its pros and cons and should be considered while deciding which process to use. Check out America's Best Bookkeepers About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud-hosted desktop where their entire team and tax accountant may access the QuickBooks™️ file, critical financial documents, and back-office tools in an efficient and secure environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity. Check out America's Best Bookkeepers
IT Trend - Complete Controller

IT has become one of the most prominent technologies that have changed traditional business operations. Not only business operations but Information technology also become a significant part of the people living at home. Around 90% of the devices connect to the internet. It is impossible to say that one can survive without IT in this era. Increasing competition amongst the business has pushed the IT world to go beyond the point of advancement. Each year there is something that makes the old technology obsolete. Check out America's Best Bookkeepers

The teams based on IT are excelling in the expertise and skills to be competitive in the market. Those IT teams learn each new technology so that top organizations can hire them on a permanent or temporary basis. Each IT expert is looking for an opportunity to be better and unique in terms of offering services. A list of IT trends can be defined and discussed in this article to create better learning about top-selling IT services.

Here is the list trend, including the percentage of market coverage:

  1. The IT Security services capture around 59 percentage.
  2. The trend of cloud computing has reached a haul of 58 percentage.
  3. Industry 4.0 gathers about 54 percentage.
  4. Big Data takes a 51 percent share.
  5. The last one, which is the Internet of Things, takes 47 percent share approx. Check out America's Best Bookkeepers

With the increasing trend of hacking and penetrating the companies’ intellectual property, IT security has become a significant and crucial part of the IT world. Companies, which spend billions of dollars on research and development, tend to spend a handsome about the secure the critical knowledge gathered in by the researchers. The best online security providers secure intellectual property, and they have everything that would secure the company’s information.

The second in line is cloud computing, which has become one of the top-selling IT trends in the market. This crucial aspect of the IT world makes sure that data virtualization is available anytime and anywhere to the people across the globe. The data virtualization, in this part of IT, is made to be simulated and then travel smoothly in the spectrum of the IT world. The technology can be implemented in the traditional centers of data and on the latest data centers like SaaS. The cost of management and maintenance of data virtualization is reduced by the technology largely. The efficiency of the newest technology has given it an edge to be adopted by large companies. Check out America's Best Bookkeepers

Manufacturing firms are adopting industry 4.0 rapidly. The technology offers a solution to the increasing need for data management. The data generated machines if getting out of the manual data manager’s hand, and there are chances of human errors at any time. The IT trend offers companies with multiple tools to record the data in a meaningful way. The technology is a way for managers to take the most critical data and use it for the decision-making process. This process nullifies the bookkeeping concept that was done by the managers to record the data manually in the not-so-good old days.

The next trend, which is big data, has become old news to the internet world. The customer database generated by the companies has increased to such an extent that it has become impossible for the managers to record it with the old methods and software. No matter how much capacity of computer storage a company acquires, it is always difficult to secure and retrieve the data when needed. Thus, the next most selling trend is related to the Big Data solution tools.

Here comes the last IT trend of this article that is the Internet of Things. One of the biggest challenges for companies in the analysis of the data generated by companies. This generation is another data management issue solved by using the concept of virtualization of Copy Data. Data virtualization is the method that virtualizes the data copies in both cloud and data centers. It has become an efficient way for better data analysis.

Check out America's Best Bookkeepers About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud-hosted desktop where their entire team and tax accountant may access the QuickBooks™️ file, critical financial documents, and back-office tools in an efficient and secure environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity. Check out America's Best Bookkeepers

In the simplest terms, a Virtual Private Network helps build an encrypted and secure connection. Virtual Private Networks or VPNs permit users to securely enter a private network system and share data through public network systems. The same as a firewall shields the data on a computer, VPNs guards it online. Even though a VPN is theoretically a Wide Area Network (WAN), the front end maintains the same appearance, security, and functionality just as it would be on the private grid system.

For this purpose, VPNs are hugely common with businesses and companies as a means of safeguarding sensitive information when linked to remote data centers. Such networks have become more popular with “torrenters” and among individual users. The reason for this is that VPNs use a mixture of encryption protocols and dedicated connections to create virtual person-to-person networks. Check out America's Best Bookkeepers

Even if someone did manage to tap off some transmitted data, they would not be able to get their hands on the encryption account. VPNs permit the individuals to trick others regarding their physical location. This is because the VPN provider replaces that individual’s actual IP address. Thus letting them evade content filters.

You may never have heard of VPN services; you should be familiar with its importance in accounting and bookkeeping as a valuable tool. A VPN allows you to protect and secure accounting and bookkeeping transmitted data, web sessions, personal information, and financial transactions online, no matter where they are.

Security experts recommend individuals not to use open Wi-Fi hot spots in public and shared locations. This is due to the risk factor of their connection being hacked. Internet service providers might seize and take over your privacy by retailing the data of your online behaviors to the advertisers. Having a VPN technology will eliminate these vulnerabilities to security.

A VPN will also help you to defend and guard against any such identity theft. A VPN will make it tougher for third parties to follow you, conceals your IP address, bypasses firewalls, and allowing the right of entry to all content without any restrictions.

Security protocols are being created as VPNs. Every one of them is providing different levels of features and security to protect your accounting data. The common ones are: Check out America's Best Bookkeepers

 

  1. IP security (IPSec):

IPSec is mostly used to protect Internet communications so that it can function in two modes. The first mode is called Transport mode, which only encodes the data packet message by itself. The second mode is called Tunneling mode. Tunneling mode encodes the whole data packet. This procedure is also used in tandem along with other practices to escalate their mutual level of security.

  1. Layer 2 Tunneling Protocol (L2TP)/IPsec:

The IPsec and L2TP protocols pool together their greatest individual characteristics to produce an extremely secure VPN user. Because L2TP is not able to encrypt, instead, it creates a tunnel. The IPSec protocol is in charge of the data integrity checks, channel security, and encryption to ensure that all the packets have reached, as well as ensuring that the channels have not been compromised.

 

Check out America's Best Bookkeepers About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud-hosted desktop where their entire team and tax accountant may access the QuickBooks™️ file, critical financial documents, and back-office tools in an efficient and secure environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity. Check out America's Best Bookkeepers
sharing documents - Complete Controller

Why is it Important to Share Sensitive Financial Documents Securely?

Many platforms provide you the opportunity to share and administer file sharing securely and safely. Many easy to use secure methods of safely sharing financial documents online are available.

Safety is an important feature when you are looking to share sensitive information online. Companies and personal profiles today are prone to:

  • Cyber Attacks
  • Hacking
  • Identity Theft
  • Data Breaches
  • Scams
  • Virus
  • Malware
  • Ransomware Check out America's Best Bookkeepers

All of these risks are lurking around your financial information, day and night. You need to rely on modern security features to keep your data safe.

Use a Password Protected Cloud

The primary step in keeping your data secure is to use a password-protected cloud that ensures maximum security. The recommended method is to use alphabets in lower and upper case, symbols, and numbers in combination to share sensitive financial documents securely.

Using a perfect combination in a password makes it virtually impossible for hackers to hack into your device. It’s always essential to keep changing your password frequently. Use a proper password management application to manage all passwords. Using strong passwords with an unusual combination of alphabet numbers and symbols is a great way to share financial documents safely.

The password can be shared with authorized individuals. You can put a restriction on the document as well. For example, you can limit access to the records to a few trusted people.

Never Use the Same Password for Every Account

People make one major mistake when dealing with their financial information. They tend to use the same password for their different bank accounts. This practice can lead hackers straight to your entire finances. Check out America's Best Bookkeepers

Dropbox for sharing Financial Documents

Dropbox is a very secure method for sharing any information online. It provides the user with an option to “share the link.” The link allows specific people to view or download the file to whom you sent the link. A Dropbox Pro account is the most secure way to share sensitive financial documents securely. Dropbox has an option for you to delete the link whenever you want.

PGP/GPG

These programs allow for safely sharing financial documents by using public-key cryptography to send files securely. The program uses public-key encryption to secure the documents and provides a private key for decrypting the files. The private key used for decrypting the data always stays on your device, but the public key is sharable.

Off the Record Messaging Services

Off the record messaging is a feature that allows you to add different messaging programs into a single platform. An application for such an app is Pidgin. Using apps like Pidgin encrypts messages before they leave your device. It has features such as adding extra security codes to ensure that no third party intercepts the communication.

LastPass Application to Share Sensitive Financial Documents

One of the most efficient ways to share financial information is to use LastPass. LastPass is a service that allows you to keep all usernames and passwords in one place. It will enable you to select a login for various services, like Google Docs, through email.

Another useful feature of LastPass is that it allows access to financial documents without allowing the person to view the password. It protects the connection with an SSL.

Resilio Sync

This app allows you to synchronize your files using a safe protocol by BitTorrent. The best feature of this device is that, instead of sharing files, it syncs the data directly between two devices. The two methods need to be online simultaneously. The files can be shared in real-time, and a 128-bit AES efficiently secures the connection. Check out America's Best Bookkeepers

SSH Secure Shell Network

The SSH secure shell network relies on using a network protocol that establishes an encrypted tunnel. The tunnel is reliable and gives you a chance to share sensitive financial documents. It gives you a safe platform that you and your correspondent can use with their username to log in and access the files you have uploaded. On the other hand, you can create an individual account to allow them access to your files.

SFTP (Secure File Transfer Protocol) 

The Secure File Transfer Protocol is an extension for the SSH protocol explicitly used for file sharing. It is one of the best options for safely sharing financial documents. The protocol gives access to a file server. A username and password will be generated that you can use to integrate into the FTP network for file sharing. It’s always better to protect your documents with a strong password.

One Time Pad for Safely Sharing Financial Documents

This application allows you to share your financial information by generating a random number safely. You must meet the other person to share a copy of the pad. This method is not as feasible as the other methods mentioned earlier on the list.

Check out America's Best Bookkeepers About Complete Controller® – America’s Bookkeeping Experts Complete Controller is the Nation’s Leader in virtual bookkeeping, providing service to businesses and households alike. Utilizing Complete Controller’s technology, clients gain access to a cloud-hosted desktop where their entire team and tax accountant may access the QuickBooks™️ file, critical financial documents, and back-office tools in an efficient and secure environment. Complete Controller’s team of certified US-based accounting professionals provide bookkeeping, record storage, performance reporting, and controller services including training, cash-flow management, budgeting and forecasting, process and controls advisement, and bill-pay. With flat-rate service plans, Complete Controller is the most cost-effective expert accounting solution for business, family-office, trusts, and households of any size or complexity. Check out America's Best Bookkeepers