Preventing Against Data Loss: 7 Ways to Protect Your Company’s Documents

There are thousands of breaches that happen in companies all across the globe per day. And companies lose valuable data when this happens as most data is usually exposed. You’ll be left wondering how hard it is to protect company documents at this point. 

When data loss happens, you lose valuable information and lose money in the process. But the good thing is that there are several ways which can be used to protect company documents. Below are around seven that you can use to prevent data loss.

Protect Your Company’s Documents

1. Firewall and Antivirus

One of the biggest reasons for data loss in most companies is breaches. And you can avert them by having the proper firewall and antivirus installed. Some viruses and malware can destroy data in your system – they can be kept at bay. 

Installing the firewalls and the antivirus alone won’t protect your data; they need to be updated. And before that, you need to ensure that they can handle all scopes and the security requirements of your system. Lastly, you need to maintain these systems regularly to avoid their failure. 

2. Disaster Recovery Plan

Not all data loss happens due to negligence – there are some you can’t protect against. You only need to have systems in place to recover the data once it’s gone. This is lost due to natural causes such as tsunamis, storms, fires, among others.

So, when you devise a plan for data recovery, it needs to be a plan from the start. When the emergency hits, your employees need to know what to do. This plan is in place to ensure that you don’t lose more data than would have been initially lost. 

Everyone in your workforce will get to work immediately. Disaster strikes and helps seal the loopholes. Even if it’s at night, the people around will know what to do and keep the system from throwing away everything. 

3. Backup

When it comes to prevention against data loss, the first thing you can do is to keep all data safe. You do this by having a backup of all the data in a different file, system, or server. 

There are few ways you can back up your data

  • Keep a different copy – this is where you have a separate hard drive for all backed up data and stored in a different location. This should never be the same backup like the one on your computer. 
  • Store data offsite – you can do this by storing your data on a different site. For example, this site can help you keep your data safe as a secondary measure. This means that even if you lose your data to any cause, you can recover them from the site. 
  • It gives you a sense of assurance that you have your info somewhere else. Of course, you have to pay for the service, but you’re better off than leaving your data on-site alone. 
  • Verify your backup isn’t corrupted – you can do this as often as possible or when a disaster is about to happen. 

4. Keep your Computer Dust-free

Some of the self-imposed bad habits include not cleaning your computer regularly. This can cause dirt to pile up, which may destroy the hardware and lose your data. This also includes eating around your computer as spills may happen. 

5. Work with IT Guys

It would be best to consult about your data and how to keep it safe if you had IT professionals. They can help you discover and test new measures that will keep your data safe. They can also show you what to do in the event something does happen. 

6. Protect Your System from Power Surges

System from Power Surges

You need to have an uninterruptible power supply system to help you better protect your data. Power surges may happen in the company and wreck your whole operation if you don’t have suitable plans. 

When you have a different power system, you can easily store the data as soon as there are power surges. You won’t lose any data because of the abrupt nature of power surges. 

7. Specific Entry Levels

You also need to ensure that everyone has access to where sensitive data is stored in your company. It provides that breaches are less likely to happen with restricted access and minor damage to the equipment. Only authorized IT guys should have access to those areas. 


Data is quite a crucial part of business today that losing some of it can affect how your business fairs. These are some of the ways you can use to prevent data loss in your company. 

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