Protect your company informationThe page was last modified:
Losing crucial company information can have major consequences for you and your company. Uniform approaches and procedures, as well as the use of digital services help you manage information in a safe way.
Protect your important information
Consider which information is critical to your company’s operations, and which problems would arise if an unauthorised person gets hold of the information, if the information is incorrect, or if you cannot access the information. This also increases awareness among your employees that this information needs to be protected in various ways.
Separating private information from company information lets you protect the company better. Use different computers for company and private matters.
Give and have access to information
If the company has several employees, it might be a good idea to write down how to handle various types of information, and what protection the information needs. Normally, all employees do not need access to all information.
Make sure that all employees have their own login (account) with their own username for services that they use. Do not share accounts between people, and keep your login information to yourself.
An e-service is a digital service that you can use on your computer, tablet, or mobile phone. E-services are both easier to use and often more secure than using paper. You should always use an e-service to communicate with government agencies and other companies, where ever possible.
Here at verksamt.se, you can find a number of e-services, such as applying for F-tax, registering as an employer, and registering the company with The Swedish Companies Registration Office (Bolagsverket).
Digital mailboxes are safer
By getting a digital mailbox, you can receive correspondence from government agencies digitally instead of on paper. Unlike normal e-mails, the digital mailbox is secure as you login using e-id, such as Mobile BankID. The digital mailbox is free. You can choose from a number of mailbox providers.
Browse secure networks
If you use someone else’s network, such as a public network (also known as a guest network) at a café or airport, the owner of the network and the wireless router can track your movements online. In other words, they can monitor the traffic you generate (see which pages you visit, your usernames and passwords etc.) as long as the traffic is not encrypted.
Avoid using public guest networks. It is better to use your phone’s internet connection or a VPN solution. If you use open wireless networks, you should be wary of which information you are sending and receiving. For example, only fill in usernames and passwords on websites which use encrypted communication, indicated by the address starting with https://.
Save information in a cloud service or on an external hard drive
Your information can be lost, become inaccessible, or corrupted if it is only saved in one place. You should therefore always save information in more than one place, and not just on the hard drive of a computer. You risk losing the information if someone steals the computer or if the computer stops working.
Regularly make backups. For example, use a cloud service or external hard drive.
Regardless of where you save the information, make sure to make backups often enough to keep the information up to date. There are both automatic and manual solutions.
If you choose to keep the backup in a cloud service, you need to protect your login with a strong password. If possible, use two-factor authorisation.
If you choose to keep backups on a hard drive, make sure that you keep the hard drive elsewhere, so that it is safe in case of fire, flooding, or burglary.
Remember that you must be able to recover login information for your cloud service if your computer is subjected to a ransomware virus or is lost. Find out how your cloud service providers give you new login details.
If you have questions about how to protect your company information, contact:
The Swedish Police (Polisen)
Facebook Swedish Police – fraud (in Swedish)
The Swedish Tax Agency (Skatteverket)
The Swedish Companies Registration Office (Bolagsverket)
The Swedish Civil Contingencies Agency (Myndigheten för samhällsskydd och beredskap, MSB)
No more ransom
How to contest fake invoices (pdf) (in Swedish)
If your company processes personal data, you need to know where the cloud service provider stores this data. The provider must also meet the requirements of the General Data Protection Regulation (GDPR).
Responsible: Swedish Agency for Economic and Regional Growth