We know how critical data is, particularly for businesses like yours. Imagine if you just lost all your data in a flash. It’s a scary thought. You could end up spending lots of money fixing the damage.

In this post, we outline data loss prevention strategies and to keep your information safe.

Table of Contents:

  1. Introduction
  2. Regular Data Backups
  3. Implement Security Measures
  4. Train your Employees
  5. Keep Software & Systems Updated
  6. Control Access & Permissions
  7. Disaster Recovery Planning
  8. Conclusion

Regular Data Backups

If you fell off a three-story building, you’d want a safety net to catch you. It’s much better than falling on the concrete. That’s what backing up your data is like. You’re setting down that safety net.

There are a few ways to back up your data.

Manually back up your data. This takes more time and hassle, but it’s the cheaper method. Often, employees will back up their data into an external hard drive weekly.

Hire someone for regular data backup. This can be an IT employee or outsourced IT service provider. Whichever you choose, do your research to find a reliable person.

Use automated backup solutions. They run on a scheduled basis to give you a peace of mind. There are many data backup and recovery solutions in the market, so compare your options.

Backup data at least once a week. How frequently you need to do it depends on your industry and business needs. It’s better if you do data backup more often, as you’ll lose fewer files if an issue occurs.

Implement Security Measures

One of the chief causes of data loss is cyber threats. There are multiple steps you can take to prevent this from happening. You just need to follow these basic business data security tips.

Install a reliable antivirus and anti-malware software. Find software programs catered to businesses and your business needs, rather than personal software products. Update them regularly to keep your software top-notch.

Enforce strong password policies. Each application should use a different password. Most passwords contain words, so make more complex passwords by using common sayings or statements. Use the first letter of each sentence to make the password.

Here’s an example. The sentence you’ve chosen is: “I am an Extremely Successful Business Owner.” The letters in your password would then include the letters: “IaaESBO.” This makes it harder for cyber criminals to figure out your password.

Include numbers, special characters, and both lower and upper case words. To remember these, you can use a password manager or manually keep a password book. It can help to do both, in case one of them goes missing, or your data loss event affects your password manager as well.

Use a multi-factor authentication for your applications. It can be a hassle, but it can also save you from a cyber threat. Some options require you to get a code from your email, phone, or a separate app.

Educate your employees. Teach them about phishing emails and how to avoid them. Learn about the common scams that affect your business and let your employees know about them.

Train Your Employees

Education and trainings are your best prevention for human errors that cause data loss.

Do regular training sessions. These should include data security prevention tips, like the ones listed in this article. Teach your employees to report potential security threats immediately to foster a culture of data security.

Keep Software and Systems Updated

Updates are extremely important. Software updates often have security fixes that keep hackers from taking advantage of weak spots in your programs. Keep all your software, operating systems, and applications updated to their newest versions. If possible, turn on automatic updates to save you from the hassle of doing it yourself.

Control Access and Permissions

Not everyone needs access to all of your business’ data.

Use strict access controls and permissions. Only give your employees access if they need it for their job. Roles and responsibilities change overtime, so review and update these privileges often. This is especially important if an employee leaves the company. Doing this, you can limit unauthorized data access and accidental data loss.

Disaster Recovery Planning

Be prepared for the worst-case scenario.

Develop a disaster recovery plan. It should outline what steps you take if this ever occurs. Determine your priorities and objectives. What data and files are most important? Update this plan regularly to keep it effective.


Data loss can cause some serious problems for businesses.

However, by following these steps, you protect your valuable information and prevent this from happening. Back up your data regularly, use security measures, train your employees, and keep your software programs updated. Use strict control of access and develop a disaster recovery place.

By taking on these practices, you’ll have a proactive data loss prevention plan.