The complete list: 7 steps to protect your company data
1. Place user on litigation hold
If your company has retention policies to delete documents after a certain time period, you can easily find and freeze the employee’s data. If there’s a lawsuit, you can produce documents as evidence. An administrator can place the desired user account on hold using a simple admin console. This will prevent the data from being purged according to your company retention policy until you're ready.
2. Recover maliciously deleted mail and files
This is important for business continuity and potential legal exposure. An administrator can use the undelete feature to recover email and other files that were recently deleted using the same admin console.
3. Wipe mobile device account
Remotely wipe accounts from any mobile devices, while leaving the former employee’s personal files in tact. With the admin console, you can locate the users’ mobile device and choose to either wipe it, or simply prevent it from syncing.
4. Restrict sharing permissions
It’s crucial to be able to do this immediately to avoid vulnerabilities. Using the admin console, you can set sharing rules for the entire organization.
5. Change password to email and docs accounts
It may seem obvious, but in our experience many companies never bother to change passwords, leaving accounts exposed. This is the simplest step, but necessary.
6. Deactivate other company-assigned accounts
Don’t forget third-party applications can hold important company data. If active, an employee could still access.
7. Delegate account access to new user and forward email to supervisor
In case the employee’s docs hold important information, they need to be accessible to someone else. Someone also needs to reply to residual email. Log into the user's account using the newly changed password and enable message forwarding and delegation to a supervisor or replacement.
Agosto is a Google for Work Premier Partner. If you'd like to learn more about what we do, the following topics may be of interest:
Your Products, Scaled in the Cloud
Big data? Agosto can help you analyze it by building the product that ingest data and report on results. Big business challenges? Agosto can develop products to help you solve them. Big costs? Our products are affordable and we help you bring cloud versions of your products to market, fast. We'll help you explore the possible solutions that leverage the scalable, elastic, secure Google Cloud Platform tools.
Google Drive for Work: eDiscovery + Productivity
As a Google Premier Partner, Agosto helps our clients to evaluate the eDiscovery-powered (Google Vault), collaborative productivity tools (Google Apps) that are all included in Google Drive for Work. Communicate more securely and more efficiently, often at a significantly lower cost, with less strain on strategic IT resources. With a 5TB single file upload size and unlimited storage, Google Drive for Work is a must-have for corporate HR, finance, IT and more.
Managed Cloud Storage, Local Access
If you have a growing need for data storage and are considering moving data to the cloud, we can help. Agosto's Cloud Storage Gateway can save on local storage costs by replacing costly SAN/NAS. It also enables effective disaster recovery, and since it's a managed service, it frees up your team. Check out Agosto's CSG product for robust cloud storage availability options, without the management worries.