Over the past year, there have been many high-profile incidents of government departments, banks and multinational businesses losing sensitive data containing the personal details of millions of people. It could well be that the issue of data protection, or a lack of it, has become an epidemic among large organisations which are expected to be more responsible with the data they hold, and which certainly have the available funds to put security measures in place.

If resource-rich organisations fail to protect their data, what hope is there for small business owners? Many feel they do not have the time or extra capital to invest in expensive security measures. However, handling information remains an essential part of their day to day activities. Chess Telecom, which is a partner company of the Forum of Private Business (FPB), offers guidance to owner-managers who are waking up to the importance of data protection, but who do not want to break the bank.

The first step is not to ignore the issue. Managers and emplyees should be familiar with, and trained in, data protection legislation and policies. The internet is a great source of information, for example the Information Commission’s small buisness advice available at www.ico.gov.uk.

Next, business owners should find out if they need data protection  notification, which is an official record of the types of infoirmation a firm uses.  It is not a requirement for all businesses, but for those that fail to notify when they should, the fines can be substantially greater that the £35 notification fee.

It is important to be open and honest with people about how the information will be used, in order to create trust. The best time for this conversation is at the beginning, when information is first being requested. Although it is rare for people to do so, everyone has the right to request copies of information that is held on them. Most often, when they are made, these requests relate to a dispute or complaint, and it is essential to be helpful, compliant, and to keep things professional. It is also important to maintain an efficient and accessible filing system.

The amount of data small buisinesses hold has increased dramatically in recent years, and businesses should have in place policies and guidelines for employees relating to systems usage and security, such as protecting passwords, sensible aging policies and documenting data backups.

In addition, company databases should always be safeguarded with comprehensive security solutions, including a well maintained firewall, security and anti-virus updates on all PCs.

For more information about IT security solutions for small businesses, call Chess on 0800 019 8900, or email solutionsteam@chess.plc.uk. For all other business support services, contact the FPB on 01565 634467, or visit www.fpb.org.