Protect your company information

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The loss of important business data can have major consequences for you and your business. A common approach, routines and a variety of digital services will help you to manage data securely.

How to protect your important information

Consider what data is most important for your company to function and what problems would occur if the data were accessed by an unauthorized person, if it is incorrect, or if you cannot access it. This also raises awareness among all employees that data needs to be protected in several ways.

Distinguishing between what is private data and what is company data can better protect your business. Use different computers for what you do in the company and what you do privately.

Backup company data

Company data may be lost, become inaccessible, or corrupt if it is stored in only one place. You also risk losing the data if someone steals your computer or if your computer stops working. Therefore, save important data in more than one place and not just on a computer's hard drive.

Also get into the habit of regularly creating a safety copy/backup. Use a cloud service or an external hard drive, for example. Check that copying was successful and that you can access the backed-up data.

Back-up tips

  • Regularly back up information stored on the computers’ hard drives and on smartphones, so that nothing is lost in the unfortu-nate event that something happens to the devices.
  • Make a data back up to an external hard drive, USB flash drive, or the cloud. Make sure that the information can be restored from the backup.
  • Make active choices about if information should be stored in the cloud or on an external hard drive, and if so, which information. 
  • Consider what information is important for the company or the in-dividual to have control over or what the company needs to be easily accessible from different locations or devices.

Authorisation and access to data

If there are several of you working in the company, it can be a good idea to develop simple and clear procedures on how to manage different types of data and the security necessary for that data. Preferably write down the procedures and make sure that everyone knows them.

Decide how authorisations are managed and keep in mind that, in general, not all employees need to have access to all data.

Make sure that all employees have their own login (account) with their own username and password for the services they use. Do not allocate the same login to different people, and never share your login details.

Use e-services

An e-service is an electronic service that you can use to perform various tasks using your computer, tablet, or mobile phone. E-services are both simpler and often more secure than paper handling. Wherever possible, use an e-service for managing contact with government agencies and other companies.

Verksamt.se provides a number of e-services, such as registration of F-tax, registering as an employer, and registering the company with the Swedish Companies Registration Office.

Our e-services here at verksamt.se (in Swedish)

More secure with a digital mailbox

If you get a digital mailbox, you will get mail from government authorities digitally instead of on paper. Unlike regular e-mails, the digital mailbox is secure because login uses eID, for example Mobile BankID. A digital mailbox is free. You can choose from several different mailbox suppliers.

Choose a digital mailbox (in Swedish)

Browse secure networks    

Avoid using public networks (so-called guest networks). Instead, use your mobile phone's data connection or a VPN solution. If you use a guest network, be alert as to what data you send and receive. 

When you use someone else's network, such as a public network in a café or airport, the network administrator and the wireless router can follow what you do online. That is, to look at all the traffic you generate (see where you browse, see your username and password, and so on). 

Tips when using wireless networks

  • If the company has a wireless network (Wi-Fi), restrict access to the router by using a strong password.
  • Make to change the password after the installation, with a strong, unique password.
  • Also ensure that the password used to access your network(s) has a strong unique password.
  • Install a separate network for visitors who are offered Wi-Fi access.
  • Avoid using other open wireless networks (public networks in cafés and hotels, for example). Instead, use the mobile data connection on your smartphone.

Contact

If you have questions about how to protect your company information, contact:

The Police (Polisen)
Facebook Swedish Police – fraud (in Swedish)
The Swedish Tax Agency (Skatteverket) 
The Swedish Companies Registration Office (Bolagsverket)
The Swedish Civil Contingencies Agency (MSB) (in Swedish)
No more ransom
How to dispute scam invoices (in Swedish)

 

Personal data

If you manage personal data in your company, you must know where the cloud service stores this data. The cloud service provider must also comply with the requirements of the Data Protection Directive (GDPR) for processing personal data.

GDPR and the processing of personal data

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Responsible: Swedish Agency for Economic and Regional Growth

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