Key Points:

• A data security strategy helps safeguard your data from unauthorised access, leaks, or breaches. Imagine it as a shield that protects your company's confidential information, including personal identifiable information (PII), customer data, or healthcare records.
• Having a data security strategy is like building a multi-layered defence. It provides peace of mind for leaders, financial protection from penalties and lost business, and an enhanced reputation for taking data security seriously. It also helps with regulatory compliance and gives your security team better visibility and control over your data.
• An effective data security strategy is built on strong foundations. This includes classifying your data based on its sensitivity, implementing access controls to restrict who can see it, and encrypting data to scramble it for unauthorised users.
• Security awareness training educates your employees to be vigilant against threats, and an incident response plan outlines the steps to take in case of a security breach. Regular updates, testing, and monitoring ensure your strategy adapts to new threats and remains effective.
• A data security solution like Metomic can automate your security processes, show you the most critical risks to your business, and implement automatic rules to minimise sensitive data being shared freely in the future, with retention and redaction policies in place to reduce the security risks to your business.

Data is at the heart of every business, helping your team do their jobs effectively every single day. The data you might be responsible for can include PII (Personal Identifiable Information), sensitive customer information or healthcare data. But how do you make sure you can keep that data safe?

Having a data security strategy in place can be just what you need to keep your data secure.

What is a data security strategy?

A data security strategy helps to protect your data and stops it getting into the wrong hands or being exposed through leaks or data breaches. It works by reducing the risks to your business, rather than completely eliminating them. After all, who can say where the next data breach is coming from?

While a data security strategy can’t help you control the security crises that may hit your business, it can help you control the data you have access to and minimise the damage to your organisation, in the event of a data leak or breach.

What are the benefits of implementing a data security strategy?

Implementing a comprehensive data security strategy offers numerous advantages that extend beyond mere protection against breaches and leaks. 

1. Peace of mind

Firstly, a well-crafted data security strategy provides peace of mind. Knowing that comprehensive measures are in place to minimise risks allows business leaders and stakeholders to focus on their core operations without constantly worrying about potential security threats.

2. Financial protection

Data breaches can result in significant financial losses due to fines, legal fees, and loss of business. A strong data security strategy helps protect your company from these financial repercussions by preventing breaches or minimising their impact.

3. Enhanced reputation

Maintaining the trust of your customers is crucial for any business. Demonstrating a commitment to data security through a formal strategy helps build and maintain a positive reputation. Customers and partners are more likely to trust a company that takes data protection seriously.

4. Improved compliance

Regulatory compliance is a major concern for businesses handling sensitive data. A comprehensive data security strategy ensures that your organisation adheres to relevant laws and regulations, such as GDPR, HIPAA, or CCPA, thereby avoiding legal penalties and enhancing your overall compliance posture.

5. Increased visibility and control

Having a data security strategy in place provides the security team with better visibility and control over sensitive data. This improved oversight helps in identifying and addressing potential vulnerabilities more effectively, ensuring that data is handled securely across the organisation.

6. Efficient incident response

With a clear data security strategy, your organisation is better prepared to respond to data breaches or leaks. An incident response plan, which is a component of the strategy, ensures that roles and responsibilities are well-defined, and actions are taken promptly to mitigate damage and recover from incidents.

7. Continuous improvement

A data security strategy is not a one-time implementation but a continuous process. Regular monitoring and adaptation ensure that your security measures evolve with emerging threats. This ongoing improvement helps maintain a high level of security over time, protecting against new vulnerabilities and attack vectors.

8. Enhanced employee awareness

Educating employees about data security is a key component of a comprehensive strategy. With ongoing training and awareness programs, employees become more vigilant and better equipped to recognise and respond to security threats. This human firewall is an essential line of defence against data breaches.

Key components of a data security strategy

It can be difficult to know where to start when it comes to data security, as the amount of sensitive data you’re working with can be overwhelming. 

Here are the key components that form the foundation of a comprehensive data security strategy:

1. Data classification

Begin by categorising your data based on its sensitivity and criticality. Not all data is created equal, and this classification will help you allocate resources and apply security measures where they are most needed.

2. Access control

Implement strict access controls to ensure that only authorised individuals can access sensitive data. This involves user authentication, role-based access, and continuous monitoring of data inventory and user activities.

3. Encryption

Encryption is a cornerstone of data security. By encrypting data both in transit and at rest, you add an additional layer of data protection that makes it incredibly difficult for unauthorised parties to make sense of intercepted data.

4. Security training and awareness

Your employees are your first line of defence. Provide comprehensive security training that educates your workforce about potential threats, best practices, and the critical role they play in maintaining data security.

5. Incident response plan

Even with strong defences, breaches can still occur. An incident response plan outlines the steps your organisation will take in the event of a security incident. It defines roles, responsibilities, and procedures to minimise damage and facilitate a swift recovery.

6. Regular updates and testing

Data security is a dynamic field, and your strategy must evolve with the changing threat landscape. Regularly update your strategy to incorporate new technologies and best practices, and conduct routine testing and simulations to identify vulnerabilities.

7. Monitoring and analysis

Continuously monitor your data environment to detect and respond to threats in real-time. Utilise tools that provide comprehensive visibility into your data security posture and allow for timely analysis and response to incidents.

By integrating these into your data security strategy, you can create a more resilient and proactive approach to protecting your organisation’s sensitive information.

7 steps to building a bullet-proof data security strategy

When you begin to implement your strategy, here are the steps you should take:

1. Take a look at your current DSPM

Understanding what you’re currently doing (with your data security posture) to look after your sensitive data can help you gain clarity on what it is you’re working with.

• Do you know where your sensitive data is living?
• Is it shared freely among colleagues on Slack or Google Drive?
• How are you currently protecting it across all of these locations, whether it’s in the cloud or on-premise?

It’s also a good idea at this point to understand your duties as a business under regulations like GDPR, and the level of security you’ll need for the types of data you hold. Even if you’re not bound by specific laws, you still have a duty to your customers to secure their data.

Playing too fast and loose with their data could result in you losing their trust which could diminish your business.

2. Determine your goal

Once you have an understanding of where you’re starting from, you should determine a goal that will help to define your strategy.

Your primary focus should be on the most high-risk areas of your business.

• Are you concerned about data being shared with external parties, for example?
• Or is it more that you need to focus on your data retention policies to comply with GDPR?

Having a set goal in mind can bring some clarity to your situation and remind you why you need a data security strategy in the first instance. It can also help you to prioritise the critical risks to your business.

3. Agree on data security tools to use

A data security tool can help your team to control sensitive data quickly and easily. But you should find a tool that works for everyone, and does what you need it to do effectively.

Look out for false positives/negatives that can waste your team’s time and cause unnecessary stress. You should also agree on a tool that doesn’t flood your team’s dashboard with alerts, but highlights the security risks that matter to them.

It’s key that you invest in a data security tool that supports the team, rather than works against them. Make sure you do your due diligence and ask for a free trial (we offer a risk review) first so you can understand how the product works.

4. Automate your data security processes

Data security can be a messy, manual task with sensitive data sprawling across many platforms or SaaS apps like Slack or Google Drive.

You don’t want to overwhelm your team so automating your processes as much as possible is key. A great data security software an help give you peace of mind that sensitive data is being detected around the clock, while also saving you time and resources in the long run.

Setting up automatic retention or redaction rules can help make everyone’s jobs a lot easier. Choose the processes you should automate vs the ones that require a professional eye to see how you can claw back some time for your team.

5. Sort out responsibilities

Your security team needs to understand their roles when it comes to data security so you know all bases.

Work out who will be responsible for what, particularly if you encounter a troubling event such as a cyberattack. A strong data security strategy will lay out your crisis plan, as well as what you’ll need to be doing daily to prevent data being leaked or breached.

6. Educate your team

The people behind your security team are one of the most important assets to your business. Educating them effectively about data loss prevention will help you produce a human firewall that can fend off any attacks and alert the relevant security heads if they spot something suspicious.

The key to building a security-first culture is engaging them with training. Rather than a one-off training session, your focus should be ongoing, and where possible, included in the context of each individual’s role.

Will your finance team remember their annual training session where they were told about the dangers of sharing sensitive data or will it stick with them more if they’re alerted the moment they share a freelancer’s bank details in Slack?

Keep communication lines open too - let everyone know what you’re planning to do next on your data security rollout and how it will impact them.

You’ll also need to think about whether you want to implement a zero-trust strategy, and ensure only the people who need access to sensitive documents are able to see their contents.

7. Keep monitoring and adapting

The final step is to check in with your strategy regularly to see whether it’s working. In the cybersecurity world, new threats are appearing all the time. It’s not enough to put a data security strategy in place and let it run its course.

You need to monitor and adapt your approach, particularly for emerging threats that you may not have considered before.

Are there any misconceptions about creating a data security strategy?

There are a couple of common misconceptions when it comes to creating your data security strategy.

1. The first is that it has to be an all or nothing approach from the very beginning. That’s simply not true. You can start taking small steps towards data security like taking a look at access controls without implementing a zero trust approach or locking down documents across the business.
2. Secondly, a data security strategy doesn’t have to halt productivity. You can implement it in such a way that everyone is aware of what’s happening. For instance, choosing a data security tool that prioritises the risks that matter can help you reduce alert fatigue so your team aren’t bombarded with security notifications all day long.

Maintaining and measuring your data security strategy

A comprehensive data security strategy requires continuous maintenance and effective measurement to ensure ongoing protection against evolving threats.

Here’s how to keep your strategy up-to-date and evaluate its effectiveness:

1. Regular updates and reviews

• Stay current: Schedule periodic reviews to update your strategy with new technologies and best practices.
• Adapt quickly: Incorporate feedback from security audits and assessments to address emerging threats.

2. Continuous monitoring

• Vigilance is key: Implement intrusion detection systems and monitor network traffic for anomalies.
• Real-time insights: Use SIEM solutions to analyse security events and respond promptly to potential threats.

3. Security audits and assessments

• Regular evaluations: Conduct frequent security audits and vulnerability assessments to identify and prioritise risks.
• Third-party insights: Engage external auditors for unbiased evaluations of your security measures.

4. Measuring effectiveness with key metrics

To gauge the success of your data security efforts, track these essential metrics:

• Incident response time: Measure how quickly you detect and resolve security incidents.
• Breach and access attempts: Monitor the frequency of breaches and unauthorised access.
• Employee training completion: Track the percentage of employees completing data security training.
• Vulnerability patching: Measure the speed of identifying and fixing security vulnerabilities.
• Data recovery time: Calculate how long it takes to recover from a data breach.

By maintaning your data security strategy through regular updates and assessments, and measuring its effectiveness using these metrics, you can proactively protect your organisation’s sensitive data and respond swiftly to security challenges.

How can Metomic help?

A data security solution like Metomic can automate your processes and show you the most critical risks to your business, focusing on the risks that matter to you.

With a built-in dashboard, you can quickly see:

• Your most critical files and assets
• Who has access to files containing sensitive information
• Where sensitive data is store
• If any sensitive data is publicly available
• Who is sharing sensitive data regularly
• Plus lots more

You can then set up automatic rules to minimise sensitive data being shared freely in the future, with retention and redaction policies in place to reduce the risks to your business.

Book a personalised demo with our team of security experts today and discover how our tools can elevate your security strategy to the next level.