7 Tips to Ensure Security and Control in Your Organization
In the fast-paced digital landscape, the use of numerous tools and applications is imperative. Equally important is how businesses manage digital credentials. Many businesses need help managing these resources effectively. Often, a lack of centralized control and knowledge about access credentials, storage locations, and asset ownership can lead to disruptions and security concerns. At Division 08 Marketing, we understand these pain points and have curated a comprehensive guide to help you successfully navigate the intricacies of resource management.
1. Establish Centralized Control of Digital Credentials and Document Tool Ownership
To ensure smooth operations and minimize challenges during employee transitions, we advise implementing a robust system that efficiently documents and organizes all tools, accounts, and ownership permissions. This can be achieved by leveraging a central repository or project management software, which enables secure storage and allows for easy access to critical information.
Clear ownership and regulated account access helps to minimize ambiguity during employee transitions.
Limit access only to individuals who require it to perform their job responsibilities. This ensures employees have access only to the resources necessary for their tasks.
Have backups in place in the event that an employee leaves or is unavailable. This helps avoid situations where organizations are dependent on one person to function in any given role.
2. Utilize a Password Management System
It is important to implement a robust process for managing login credentials. As such, we recommend that your organization invest in a password management system, such as LastPass or Total Password, to enhance security and accessibility. These tools generate strong, unique passwords and securely store them. Using such systems allows you to easily share passwords when necessary, and promptly revoke or change access credentials when employees depart from the company.
For an added layer of security, we encourage the use of two-factor authentication whenever possible.
3. Keep Track of Online Records
Beyond managing general tools and assets, it is of utmost importance to understand and document your company's digital credentials. At any given time, you should be able to know how to quickly access (or answer questions about) the following:
Domain Registration
DNS Records
Website Hosting Details
SSL/TLS Certificates
Website Configuration
Backup and Recovery
Website Performance Metrics
Service Level Agreements (SLAs)
Technical Support Documents
Renewal Dates and Payments
In the case of unforeseen events like server failures, domain expiration, or website migrations, having access to your online records enables swift recovery and minimizes downtime. In addition, having access to your records can safeguard against unauthorized changes, DNS hijacking, or domain hijacking attempts.
4. Provide Documentation and Training
For employees to function at their best, they must be empowered to take ownership of business tools and assets. It is essential to offer comprehensive training, including step-by-step instructions and guidelines on how to properly set up, maintain, and secure these resources. Additionally, creating detailed documentation fosters a culture of responsibility and accountability within your organization.
5. Perform Regular Audits
As your organization evolves and roles change, it's necessary to regularly update and review permissions for your digital tools and resources. Performing these regular audits is crucial for maintaining control of your digital credentials and security within your organization. Performing regular audits may also save you money, as you may discover that you’re spending money on resources that are not being used. Additionally, conducting thorough assessments can help identify any discrepancies or potential vulnerabilities.
If you stumble across dormant or unused accounts during your audit, the best practice is to repurpose or deactivate them. Doing so reduces the risk of unauthorized access by outside parties, including former employees. It also reduces the number of accounts tied to the application, which is particularly important if the application has a fee structure dependent on the number of users.
Who manages your Google business page, YouTube, LinkedIn, and other applications? Are these being kept current? Maintain log in credentials for these tools as well.
6. Prepare for Transition
When an employee leaves, a well-defined transition plan is vital. This is especially true if the employee in question was responsible for managing password protected tools and assets. To minimize disruption in the organization, we recommend naming a designated contact person who will assume responsibility during the transition period. Ensuring this individual has access to the necessary documentation and support will facilitate a seamless handover.
7. Securely Terminate Access
Safeguarding your company's digital assets is paramount. Prioritize the security of your resources by promptly terminating access for departing employees. Coordinate with your IT department to ensure access is revoked across all relevant platforms, and make sure to monitor for any unusual activity during this period.
Mastering digital resource management is essential for maintaining control, accessibility, and security within your organization. By implementing these best practices, you can mitigate the risks associated with employee turnover and protect the integrity of your business.
To learn more about Division 08 Marketing and the expertise our team has to offer, visit our Services page or contact us at info@division08marketing.com for a free 30-minute consultation.