HP Tech@Work
Today's trends for tomorrow's business
Tips to keep your business data safe

Tips to Keep Your Business Data Safe

Take a moment and think about an average work activity. You log in to your computer, download a document, print it, close the document, and move on to the next task.
Simple? Yes. Protected? Maybe not.
While secure servers and traditional security software offer a high level of information protection, data still has a way of hiding in the nooks and crannies of your business tech where these solutions might not reach. Let’s take a look at where your sensitive data might be hiding out, and how you can protect it.

Hiding under your finger

Did you use biometrics—such as a fingerprint or face scan—to unlock your PC? Biometric security is an increasingly common feature in business tech, thanks in part to Windows 10’s native support. [1,2] But while it is a sensible step up from passwords in terms of security, biometrics isn’t perfect. The problem occurs when biometric data is stored on an unprotected internet-connected hard drive or server. If an unauthorized user can access either of these they not only gain access to your sensitive data, they’ll have your biometric data on record too.
To protect your data—biometric and otherwise—invest in a device with hardened security, such as an HP Elite PC. These devices store biometric data on a separate, isolated hard drive to ensure that hacking data within the operating system cannot compromise the authentication result. [3] Consider also adding a password to your biometric security for even more protection: a process known as multi-factor authentication.

Hiding in the cloud

Where do you store your files and documents? Do they reside on a secure business server, or is a portion stored on a consumer cloud platform like Google Drive? Sensitive information is often shared over consumer cloud platforms for ease of access outside the office or when sharing files with third parties. This method of sharing files is known as shadow IT, and it can greatly increase the likelihood of sensitive data being lost or stolen since the platform and/or devices used to move this data are often unsecured.
The solution? Start with data protection education. If employees aren't aware of the dangers of using shadow IT practices, they’re putting their business at risk every time they upload or access documents outside of the office. Consider inviting a local security expert to speak at your office, or create a presentation for the next all-staff meeting. In addition, provide employees with secure file sharing alternatives, such as Microsoft OneDrive or Dropbox Business, as well as a secure mobile business PC they can use to work offsite or after hours.

Hiding in—or on—the printer

Modern printers are more like PCs than office accessories, with internet connections and built-in hard drives where information on printed documents may be stored. Hackers already target printers, and in some cases have even used printer hard drives to host malicious code.[4] The threats aren’t all high-tech either—it’s easy for someone to come across a sensitive document sitting in the print tray.
The solution lies in the software. With the right programs and capabilities, a printer can offer as much security as you expect from a business PC. For example, HP JetIntelligence constantly checks for intrusions or errors and will reboot a printer in the event of either. Additionally, HP JetAdvantage Private Print allows users to hold a print job until they authenticate at the printer—keeping sensitive documents safe from prying eyes.
Working with older printers? As a short-term solution, you can access your printer’s hard drive through your server or router and manually clear any sensitive information, such as print history or extant backups.

Hiding in the trash

Security risks don’t only affect digital information; the physical aspects of your data—such as devices or printed documents—are also vulnerable to theft. Be sure to shred vital documents or lock them up when no longer needed. Additionally, physically secure your devices when not in use by locking PCs to desks and removing any unused devices to a secure location. For additional control outside the office, solutions such as HP TouchPoint Manager make it easy to track, lock, and remotely wipe devices when they go missing.
With so many new devices and working models, it’s easy to lose track of where your data resides. But arming your business with the right information, tools, and practices makes it simple to bring that hidden data into light—and out of malicious hands.
Google Drive and Google for Work are trademarks of Google Inc.
Microsoft, Windows, and OneDrive are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries.
Dropbox and the Dropbox logo are trademarks of Dropbox, Inc.

Disclosure: Our site may get a share of revenue from the sale of the products featured on this page.

Disclaimer

Prices, specifications, availability and terms of offers may change without notice. Price protection, price matching or price guarantees do not apply to Intra-day, Daily Deals or limited-time promotions. Quantity limits may apply to orders, including orders for discounted and promotional items. Despite our best efforts, a small number of items may contain pricing, typography, or photography errors. Correct prices and promotions are validated at the time your order is placed. These terms apply only to products sold by HP.com; reseller offers may vary. Items sold by HP.com are not for immediate resale. Orders that do not comply with HP.com terms, conditions, and limitations may be cancelled. Contract and volume customers not eligible.

HP’s MSRP is subject to discount. HP’s MSRP price is shown as either a stand-alone price or as a strike-through price with a discounted or promotional price also listed. Discounted or promotional pricing is indicated by the presence of an additional higher MSRP strike-through price

The following applies to HP systems with Intel 6th Gen and other future-generation processors on systems shipping with Windows 7, Windows 8, Windows 8.1 or Windows 10 Pro systems downgraded to Windows 7 Professional, Windows 8 Pro, or Windows 8.1: This version of Windows running with the processor or chipsets used in this system has limited support from Microsoft. For more information about Microsoft’s support, please see Microsoft’s Support Lifecycle FAQ at https://support.microsoft.com/lifecycle

Ultrabook, Celeron, Celeron Inside, Core Inside, Intel, Intel Logo, Intel Atom, Intel Atom Inside, Intel Core, Intel Inside, Intel Inside Logo, Intel vPro, Itanium, Itanium Inside, Pentium, Pentium Inside, vPro Inside, Xeon, Xeon Phi, Xeon Inside, and Intel Optane are trademarks of Intel Corporation or its subsidiaries in the U.S. and/or other countries.

In-home warranty is available only on select customizable HP desktop PCs. Need for in-home service is determined by HP support representative. Customer may be required to run system self-test programs or correct reported faults by following advice given over phone. On-site services provided only if issue can't be corrected remotely. Service not available holidays and weekends.

HP will transfer your name and address information, IP address, products ordered and associated costs and other personal information related to processing your application to Bill Me Later®. Bill Me Later will use that data under its privacy policy.

Microsoft Windows 10: Not all features are available in all editions or versions of Windows 10. Systems may require upgraded and/or separately purchased hardware, drivers, software or BIOS update to take full advantage of Windows 10 functionality. Windows 10 is automatically updated, which is always enabled. ISP fees may apply and additional requirements may apply over time for updates. See http://www.microsoft.com.

“Best All In One Printer” and “the easiest printer you’ve ever had to set up” from Wirecutter. ©2020 The Wirecutter, Inc.. All rights reserved. Used under license. https://www.nytimes.com/wirecutter/reviews/best-all-in-one-printer/

Get Marvel’s Avengers when you purchase HP gaming PCs with qualifying 9th gen or 10th gen Intel® Core™ i5, i7 and i9 processors. Redemption code will be sent out by email within 60 days of purchase. Limited quantities and while supply lasts. Offer valid thru 12/31/2020 only while supplies last. We reserve the right to replace titles in the offer for ones of equal or greater value. Certain titles may not be available to all consumers because of age restrictions. The Offer may be changed, cancelled, or suspended at any time, for any reason, without notice, at Intel’s reasonable discretion if its fairness or integrity affected whether due to human or technical error. The Offer sponsor is Intel Corporation, 2200 Mission College Blvd., Santa Clara, CA 95054, USA. To participate you must create an Intel Digital Hub Account, purchase a qualifying product during the redemption period, enter a valid Master Key, and respond to a brief survey. Information you submit is collected, stored, processed, and used on servers in the USA. For more information on offer details, eligibility, restrictions, and our privacy policy, visit https://softwareoffer.intel.com/offer/20Q3-19/terms.

© 2020 MARVEL. © Intel Corporation. Intel, the Intel logo, and other Intel marks are trademarks of Intel Corporation or its subsidiaries in the U.S. and/or other countries. Other names and brands may be claimed as the property of others.

The personal information you provide will be used according to the HP Privacy Statement (https://www8.hp.com/us/en/privacy/ww-privacy.html)