Staying alert is the best way to help protect your business from information theft and payment fraud. As a team, staff can work together to support business information safety, thus contributing to the larger picture of your organizational success.
At KeyBank, we recommend taking the following steps:
- Install and monitor computer security programs, including firewall, anti-spy, anti-virus, spam filter, and pop-up blocker software. Keep these up-to-date and install all related updates to ensure maximum information security.
- Update all system software programs as new versions are released. Revised programs are better designed to withstand the latest forms of malware.
- Note any suspicious signals of phishing or email scams. When there is any reason to doubt the sender's identity, delete the email immediately and alert others.
- Do not share sensitive business information, particularly employee identification numbers and financial records, with anyone if you are not 100% who they are and why they need the information.
- Do not share confidential business information online. Emails and text messages are not secure and can be intercepted. When it is necessary to share information online, ensure that the website is secure.
- Track billing carefully. When a check is not processed on time, contact the payee and consider placing a stop payment on the check. If an incoming payment is late, check with the party to ensure it was not intercepted in the mail.
- Create strong, unique passwords, user IDs and login combinations using numerals, capital letters and special characters for each account. Do not store this information on the computer.
- Place shredders in convenient locations throughout the workspace, and require that all paperwork with sensitive information be shredded before recycling.
- Protect personnel privacy in the workplace. Do not use Social Security Numbers for employee ID numbers, and keep staff information out of public view, including drivers’ licenses, time sheets, and other identifying information.
- Train everyone in the company on best practices in information security, not just financial personnel. Identify regular opportunities to routinely discuss security best practices such at staff meetings or other group check-ins.
- Do not share personal information on social networking sites. Avoid accepting “friend” requests from people you do not know.
The information and recommendations contained here have been compiled from sources believed to be reliable and represent the best current opinion on the subject. No warranty, express or implied by KeyBank, is made as to the absolute correctness or sufficiency of the information contained. This is meant as general information only; particular situations may require additional actions.
This document is designed to provide general information only and is not comprehensive nor is it legal advice. If legal advice or other expert assistance is required, the services of a competent professional should be sought. KeyBank does not make any warranties regarding the results obtained from the use of this information.