There is a significant risk to your organization! Your systems are currently full of personally identifiable information (PII) of your team members. At face value, a phone number or an address may seem harmless. When combined, however, that information can be a treasure for a data breach that has the potential of harming your company, allowing cybercriminals to take the identity of employees and drain resources.
Are you doing everything possible to secure your employees’ personal information and, at the same time, your business operations? You have to act quickly.
Organizations must prioritize protecting sensitive employee data against financial risks, as over 95% of breaches are motivated by financial interests.
For those who are unsure of where to begin, do not get excited. We can assist you with the implementation of some practical, particular actions focused on starting your safe workplace.
A Quick Glance at Risks vs. Benefits of Protecting Employee Data
Risk of Not protecting Employee Data | Benefits of Protecting Employee Data |
---|---|
Legal and Regulatory Repercussions | Legal Compliance |
Non-compliance with laws like GDPR, CCPA, or HIPAA can result in heavy fines. | Proactively adhering to regulations avoids penalties and audits. |
Potential lawsuits from employees whose data is breached. | Demonstrates responsibility, reducing litigation risks. |
Financial Consequences | Cost Savings |
Costs associated with breach recovery, legal defense, and compensation for damages. | Saves money by avoiding breach-related fines, lawsuits, and recovery expenses. |
Lost revenue due to damaged reputation and diminished customer trust. | Prevents financial fallout from trust erosion and ensures business continuity. |
Reputational Damage | Enhanced Reputation |
Loss of employee trust and public confidence after a breach. | Establishes your organization as a reliable, secure employer and partner. |
Negative media coverage and public backlash. | Builds goodwill with employees, clients, and stakeholders. |
Loss of Customers and Business Opportunities | Business Continuity |
Partners and customers may take their business elsewhere due to security concerns. | A secure environment ensures smooth operations and sustained growth. |
Fewer future collaborations due to a tarnished image. | Strengthens trust with current and potential partners or customers. |
Operational Disruption | Increased Productivity |
Data breaches disrupt workflows and demand time and resources to resolve. | Employees work confidently in a secure system without fear of data loss or theft. |
Focus shifts from growth initiatives to damage control. | Allows more focus on innovation and business expansion. |
Ten Best Practices to Protect your employees' sensitive data
More than just a smart business move, protecting the private information of your employees is a duty that fosters trust and protects your company from potential dangers including breaches, fines, and harm to your reputation. Let’s see if you can keep them safe.
1. Tighten Access Controls
Not everyone in your company needs access to every file. The fewer people who can view sensitive data, the less likely it is to be exposed.
Here’s how you can control access:
- Set role-based permissions: Assign access to data based on roles. For example, the IT team might need access to system passwords, while the HR department might need access to employee contracts.
- Multi-factor authentication (MFA) should be used: Require staff members to confirm their identity using a second method, such as a code texted to their phone, to add an additional degree of protection.
- Regular permissions audit - It involves scanning of those individuals with a right to access the sensitive information and, hence, removing those who no longer require one.
- Watch access pattern- A tool like Fidelis DLP may be used in tracking who is accessing what information. However, some patterns of access will notify unusual behavior.
2. Encrypt Everything
Data breaches in 2024 cost organizations approximately $4.88 million. This marks the highest average per-record data breach financial loss as far back as this report’s availability.
Consider encryption as the key to your very own safe and box. That data is of little consequence if a would-be attacker intercepted it unless there is access to that encryption key. Here’s how it helps:
- Turn on end-to-end encryption: To ensure that your data is safe from the time it leaves your system until it gets there. This guarantees that your files are protected from access by anyone, even the service provider.
- Make use of platforms with integrated encryption: Google Drive and Apple iCloud are two examples of services that provide encryption choices.
- Keep your backups safe: To ensure that your backup data are safe even in the event that someone physically accesses your storage devices, encrypt them.
Speak with an expert: If you’re unsure about the ideal encryption technique, hire a security professional to help you come up with a solution.
Encryption may be easily included into your process with a product like Fidelis DLP, guaranteeing that all sensitive data is kept safe.
Discover how Fidelis Network® DLP can enhance your security strategy by blocking data breaches before they happen.
3. Use Antivirus and Anti-Malware Tools
Malicious software like viruses, malware, and ransomware can sneak into your system through innocent-looking emails or downloads. Once inside, these threats can wreak havoc.
To stay ahead of threats:
- Install reputable antivirus software to detect and remove malware.
- Educate your team to identify:
- Links with minor spelling errors or unusual characters.
- Fake software ads or downloads from unverified sources.
- Emails that appear to be from trusted domains but have suspicious addresses.
- Text messages or calls asking for private information, gift cards, or cash.
- Keep your software updated to prevent all the latest threats
- Implement a DLP layer such as Fidelis DLP to detect malicious activity before they escalate.
4. Create Clear Security Policies
Technology is only as effective as the people using it. Clear policies give your team the guidelines they need to follow.
Here are some policies to consider:
- Password management: Specify how often employees should update their passwords and what makes a strong password.
- Data transmission: Define how to securely send files internally and externally.
- Device usage: Outline rules for using personal devices for work and securing company devices in public spaces.
- Data retention and deletion: Set timeframes for storing data and processes for deleting sensitive information no longer needed.
- VPN use: Encourage employees to use a virtual private network (VPN) for remote work to protect their connections.
- Social media sharing: Guide employees on what’s safe to share about your organization online.

5. Appoint a Data Security Champion
Having someone in charge of data security ensures accountability and consistency in your efforts.
Here’s what they can do:
- Train your team: Organize workshops on phishing prevention and data handling best practices.
- Monitor compliance: Ensure everyone follows the company’s security policies.
- Respond to incidents: Act as the point person for handling data breaches and implementing the response plan.
If your company is growing, this role can be invaluable in keeping your sensitive data secure.
6. Back Up Everything
Data loss can stem from breaches, system failures, or accidents, making backups essential for recovery.
To establish an effective backup strategy:
Implement Dual Backups
Automate Backup Schedule
Test Backup Restorations
- Utilize both local and cloud backups for redundancy and swift restoration.
- Automate scheduled backups to eliminate reliance on manual updates.
- Regularly test backups to ensure they are functional and restorable.
Pro Tip: Data Loss Prevention (DLP) tools like Fidelis DLP can safeguard your backup systems, maintaining their security.
7. Secure Mobile Devices
With the increase in remote work, securing mobile devices is crucial.
To protect them:
- Enable remote wipe capabilities to erase data from lost or stolen devices.
- Limit app downloads to trusted applications only.
- Discourage Bring Your Own Device (BYOD) practices; whenever possible, provide employees with company-issued devices for better control.
8. Monitor Network Activity
Keeping an eye on your network can help you spot and stop suspicious activity before it causes damage.
Here’s what to do:
- Use analytics: Look for patterns in network traffic that seem out of place.
- Set up alerts: Configure systems to notify you of unusual activity.
- Leverage DLP tools: Fidelis DLP provides advanced monitoring and real-time alerts to keep your data safe.

Topics that’ll be covered inside:
- Advanced Content Inspection
- DLP Best Practices
- Enterprise-Ready Architecture
- Network Scalability
9. Prepare for Security Incidents
Despite your best efforts, breaches can occur. Being prepared is crucial. Your incident response plan should include:
- Clear roles: Define responsibilities during a breach.
- Communication protocols: Establish how to inform employees and stakeholders.
- Restoration steps: Outline how to recover lost or compromised data.
10. Collaborate with Experts
Bringing in professionals can be a wise move. Cybersecurity experts can:
- Assess your current security measures.
- Assist in implementing advanced DLP solutions like Fidelis DLP to safeguard sensitive data.
- Keep you informed about evolving compliance requirements.
It is no longer just about preventing a breach, but about embedding a security culture into everyday activities. With the right tools in place, such as Fidelis DLP, and coupled with policy and education that should be clearly taught, this builds a robust defense against losing data.
Start today and make protecting your data a cornerstone of your organization’s success.
Frequently Ask Questions
Why protect employee data?
Employee data has sensitive personal data, including some of the things that employees fear most: a Social Security number, health history, and sometimes financial information. Prevent identity theft, show legal compliance, and maintain a level of employee trust in an organization by protecting such data.
What typical threats exist for employee data?
Weak passwords, unsecured devices, and inadequate employee training accelerate the risks of ransomware, phishing, data leaks, and unauthorized access.
How can a company safeguard confidential employee information?
Role-based access, data encryption, antivirus software, cybersecurity training for staff members, and explicit data protection guidelines are all part of this.