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Essential Practices for Keeping Your IT Systems Secure

Writer's picture: Alan ParkerAlan Parker

Safeguarding personal and business information is not just a necessity—it’s a cornerstone of maintaining trust and ensuring smooth operations.


Businesses of all sizes are targets for cyber-attacks, and poor security practices can have devastating consequences, exposing sensitive data and damaging reputations.


By following these actionable and detailed tips, you can significantly strengthen your IT security and safeguard your organisation’s future.


1. Strengthen Your Passwords and Enable Multi-Factor Authentication

Strong passwords are the first line of defence against unauthorised access. Ensure that all devices, applications, and accounts—from email to laptops—use robust, unique passwords. The National Cyber Security Centre (NCSC) advises using a combination of three random words, creating passwords that are easy to remember but difficult to guess. For additional protection, implement multi-factor authentication (MFA). MFA requires two or more verification methods, such as a password and a code sent to your mobile device, adding an extra layer of security to your systems and data.


Encourage employees to regularly update their passwords and avoid reusing them across multiple accounts. This habit can prevent a single compromised password from creating widespread vulnerabilities.


2. Limit Access to Sensitive Information

Access control is a fundamental principle of IT security. Limit access to sensitive information based on individual roles and responsibilities. For instance, while payroll and HR teams require access to employee data, other departments may not. Role-based access reduces the risk of accidental or malicious exposure of sensitive data.


Regularly review and update access permissions, especially when employees change roles or leave the organisation. Immediate suspension of access for departing staff is critical to maintaining security.


3. Back Up Your Data Regularly

Data backups act as a safety net against accidental loss, hardware failure, or cyber-attacks like ransomware. Use encrypted external devices or secure cloud storage solutions to back up your data. Keep backups in a location separate from your main workplace to safeguard against physical risks like fire or flood.


Test your backups periodically to ensure they are functional and complete. It’s equally important to ensure backups are disconnected from live systems, protecting them from malware or other threats targeting your primary data.


4. Stay Alert to Phishing Emails

Phishing attacks are one of the most common and damaging cyber threats. These deceptive emails often appear to come from legitimate sources and are designed to trick recipients into sharing sensitive information or clicking malicious links. Educate your staff to recognise warning signs such as poor grammar, unexpected payment requests, or urgent demands.


Implement regular training sessions using resources like the NCSC’s materials to improve awareness. Encourage employees to verify suspicious emails by contacting the sender directly via trusted channels.


5. Use Up-to-Date Anti-Virus and Malware Protection

Anti-virus software forms a critical defence against cyber threats. Ensure all company devices, including those used remotely, have reliable anti-virus and malware protection installed. Regularly update this software to safeguard against evolving threats.


Consider implementing endpoint detection and response (EDR) solutions for advanced threat detection and mitigation. These tools can provide real-time alerts and help contain potential breaches before they escalate.


6. Secure Your Wi-Fi Connection

Wi-Fi security is essential for protecting data transmissions. Avoid using public Wi-Fi for work unless absolutely necessary, and always ensure your connection is secure. If you must use public networks, deploy a Virtual Private Network (VPN) to encrypt your data and shield it from potential eavesdropping.


At your workplace, configure your Wi-Fi with strong passwords and encryption protocols like WPA3 to minimise vulnerabilities.


7. Dispose of Old IT Equipment Safely

When retiring old devices or IT equipment, ensure all personal and business data is permanently erased. Deletion software can securely wipe data, or you can enlist professional services for added assurance. This practice prevents sensitive information from falling into the wrong hands during disposal or resale.


Be equally vigilant with physical documents. Use shredders or specialised services to destroy outdated records containing confidential information.


8. Protect Your Devices When Unattended

Even a brief absence from your desk can pose a security risk if devices are left unlocked. Always lock your screen when stepping away and store devices securely if you’ll be gone for an extended period. These habits help prevent unauthorised access by colleagues, visitors, or opportunistic individuals.


For additional security, enable automatic screen locks after periods of inactivity and use biometric authentication where possible.


9. Be Cautious When Sharing Screens

Screen sharing is common in virtual meetings, but it can inadvertently reveal sensitive information. Before sharing your screen, close unnecessary tabs and applications, and disable pop-up notifications. Double-check what’s visible to ensure confidential information remains private.


For meetings involving sensitive discussions, consider using meeting platforms with robust security features, such as end-to-end encryption and access controls.


10. Dispose of Unnecessary Data

Regularly review and purge outdated or unnecessary data. Retaining only essential information reduces storage costs and minimises the potential impact of a data breach. Implement a data retention policy to guide your team on how long various types of data should be kept and the appropriate methods for secure deletion.


Archiving old but potentially useful data in a secure, separate location can also help reduce clutter while preserving access to historical records.


11. Stay Mindful of Your Surroundings

Working in public spaces or shared offices increases the risk of unauthorised access to your screen. Use privacy screens to block others from viewing sensitive information. Additionally, avoid discussing confidential matters in public areas where conversations can be overheard.


When travelling, keep laptops, smartphones, and other devices secure in lockable bags or cases to prevent theft.


Conclusion

By adopting these essential practices, you can build a resilient IT security foundation and protect your organisation from a wide range of threats. Security is an ongoing process that requires vigilance, regular updates, and a proactive approach to emerging risks. Empower your team with the tools and knowledge they need to stay secure, and you’ll foster a safer, more trusted environment for your business to thrive.


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About the author

Alan Parker is an IT consultant and project manager who specialises in IT governance, process implementation, and project delivery. With over 30 years of experience in the industry, Alan believes that simplifying complex challenges and avoiding pitfalls are key to successful IT management. He has led various IT teams and projects across multiple organisations, continually honing his expertise in ITIL and PRINCE2 methodologies. Alan holds a degree in Information Systems and has been recognised for his ability to deliver reliable and effective IT solutions. He lives in Berkshire, UK, with his family.

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