3 Steps to securing sensitive business data

Does your business use secure methods of file sharing and data storage? Today, we examine what 3 points your business needs to address.


Business data is likely your bane when it comes to security. Over time, files can be overwhelming and numerous, employees accessing them can scale up as well – plus, data security isn’t a “sexy” aspect of business.

However, while not the most attractive aspect of your organization, it is likely the most fundamental.

Think about this…

You have customers. They have needs, ongoing tasks you facilitate and more. How is this data stored? On loose papers? Painted on the wall?


Likely, your business data is handled in a digital form.

1 – The Cloud: Not 100% Necessary

The cloud has become a staple of back-end data exchange. Meaning, any method that new devices and technology uses to upload, download and share files, usually utilizes some form of the cloud.

But, you should be asking a question before stepping foot into any SaaS, PaaS or backup solution…

Is using the cloud necessary in my brand?

Storing data in the cloud really equates to something similar as storing that data on someone else’s computer or hard drive. Likely, that data is broken apart and reassembled in other forms during transit and upon arrival. This handling and storage means that your policies for how that data is controlled and handled must be 100% clear.

Is the data encrypted on the front-end and back-end?

Is the data encrypted post break-down as well?

If sharing keys with your cloud providers, how are they handled?

what backup policy of that data is being used?

These, along with many other questions, should be asked.

Why MathDATA doesn’t use “the cloud”?

While MathDATA is a SaaS solution centralizing your business files (often referred to as being in the cloud as well), we do not use what is considered the standard tools of cloud systems (i.e., Rackspace, AWS, etc). For your security and speed needs, as well as some compliance needs, we employ specific encryption points for data, as well as backup policies and even login and password policies.

2 – Partitioning Data

Not all data needs to be shared (nor should it), with everyone. This group of people includes public and private employees and clients, alike. Partitioning data into different levels of availability keeps sensitive data safe, and publicly driven data public.

At a minimum, your data can be divided into three separate areas. These are not a standard, but they are the general recommendations we have found work the best for organizations.

  • Public Data – Non-sensitive, easily accessed data that have no compliance issues, nor security needs. If shared or accessed, this data has no impact on the organization, nor its people.
  • Private Data – Internal data that is housed behind security to prevent people from outside an organization its access. This data could see a massive impact on an organization if made public. Usually, this is also data that is focused upon, monitored and has security controls like ‘read-only’ or versioning.
  • Shared Data – Data housed behind security measures, but is given outside access to for people outside of an organization. This data may be sensitive, but if compromised, might have moderate risk to an organization.

3 – Encryption Standards

Encryption is a general term used to encompass multiple types of file, data, actions and people handling within a business. Not only is there a need for a policy to be implemented concerning the method of encryption of data, but on the logins of users, various employee logins and even external password procedures.

The main point of good strategic encryption is simple; use strong encryption, and use proper key management.

Off-loading some of your security needs via secure file sharing offerings make sense in this way. Not only do you ensure that password and file encryption is correct, but that it can adhere to compliance and regulations standards.

As well, by using a hosted file sharing offering, your data is centralized. Meaning, your encryption and security focus occurs in a single point, and not with thousands of users and hundreds or thousands of locations.

What else should you know?

By focusing on data sharing security and file storage needs for your brand, you can really make your organization air-tight when it comes to information. Using file sharing solutions that utilize smart encryption standards and allow for permissions that are real-world-ready, your business can truly be securely.

If you would like to try out MathDATA, for free, for 14 days, signup now for an account. You can experience secure file sharing and simple data storage for your business or organization starting today.