Data Security Organisation relevance and measures

Table of Contents

What is data security?

Data security describes the secure protection of data. The issue is whether data can be collected and processed. Rather, it questions which measures must be followed to ensure data protection and the best possible data security. This desired state can be achieved by following certain principles.

The primary goal of data security is to protect any data against manipulation, loss, theft, and other threats. Any organization’s data protection and security must be guaranteed by implementing suitable technical and organizational measures. Therefore, both must go hand in hand to achieve the desired state.

Relevance to any organization

Our data is sacred to us. Data security has thus become a major issue, especially for organizations. But so far, smaller companies, in particular, have dealt far too little with the topic. Because often, companies place too much trust in technology and need more knowledge about its importance. However, the issues must be treated with utmost importance.

In addition to individual data, which must be handled accordingly, other data also play a role. If companies do not handle these carefully, in the worst case, it can even pose an existential threat. Against this background, companies should back up their data regularly. It is recommended to back up all data at least once a day.

Risks to data security lurk in everyday work

We often overlook small yet significant details that affect data security. Because the dangers of safety gaps usually lurk in everyday work and do not threaten from the outside:

USB sticks: The little helpers can get lost and cause damage unnoticed and unknowingly by unprotected insertion into the internal company network.
End devices: Especially when using laptops, problems can arise due to a lack of encryption, locally stored information, or insufficiently secured VPN access.
Viruses: a firewall, virus scanners updated daily, and spam filters should be part of the basic equipment of every PC.
Cloud: Carrying company internals and private data to the externals and thus handing over the responsibility to external providers also poses a risk.
Fire / Flood / Theft: You must always be prepared for unexpected disasters.

So you see, it already begins in everyday work. A coherent adherence strategy can prevent or at least reduce these dangers. This evaluates the points accordingly and provides best practices for this:

Creation and implementation of suitable, company-wide user guidelines for dealing with technologies with risk potential
Regular training and sensitization of employees
Continuous information of the management and employees about new threat scenarios due to technical developments

This ongoing activity is a classic field of activity for your data protection officer.

8 Measures:

There are many different measures to ensure data security. The technical and organizational measures (TOM) can serve as an example. As data security measures, they indicate various types of control that must be carried out or given. They are:

#1 The access control

Processed data should not be available freely. Buildings, rooms, and end devices must be adequately secured.

#2 The access control

Unauthorized persons must not be able to commission or use any data processing systems, e.g., software. This can be guaranteed, for example, by assigning passwords.

#3 The access control

Controlling data access. Rules are laid here to ensure only privileged persons can access and use data with authorization.

#4 Transfer Control

The main aim is to make data transfer predictable and controllable.

#5 Input control

This measure includes the requirement for input control.

#6 Order control

It is only relevant if data from external service providers is processed.

#7 Availability control

Private data is protected against unplanned outages and loss, e.g., due to power failures or water damage.

#8 Separation requirement

Data must be separated based on their purpose. The reason for this is to ensure that data can be assigned more easily, and on the other hand, the basic principle of data protection law is fulfilled, which means data is used only for the planned purpose.

The measures to increase data security are various control mechanisms intended to prevent unauthorized access and thus also knowledge, manipulation, or removal of the data.

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