There are many ways that business owners can protect their electronic information from current or former employees.
We recently terminated one of our employees (Lower Level IT) for cause and with extreme prejudice. This employee immediately deleted all emails and drive information thinking that he was been smarter than everyone else and the employers could find out what he was up to. Unfortunately for that employee it did not work, CASG uses G Suite Vault that maintains all electronic data sent and received for 10 years as company policy. This is a very useful tool for employers who uses G Suite as their email handler since the employee can completely clear all the information from their account but the employer is the only one with access to the backup file.
It is very interesting to find out (normally after the fact) what employees are up to and what kind of information they are sending using your business email. Staying 10 steps ahead of your employees and not allowing everyone to know all the trades and secrets of your organization (even if they think they know everything) is imperative to maintain honesty within your business an employees. This will eliminate the need (like it happened to us) to begin emailing all the customer who the employee provided erroneous information and and having to apologizing on behalf of the company.
1. We recommend to business owners to use some sort of electronic message backup that works in the background and maintains all your company data safe. G Suite Vault is what we use but there are many more out there that you can use.
2. Have all employees sign electronic and email monitoring agreement, ensure the agreement states that all data contained in that account are sole proprietary information of your business and is been monitored.
3. Don't wait until an employee is released to review their account. Keep everyone honest by conducting a weekly review of account (could be random) and data to ensure you can do damage control early.
4. If you have the ability to do so, like we did, maintain your main IT and Cyber personnel separated from the location where you have the main bulk of employees. They work in the background and report directly to the Top Level Executives. We also had them set up monitoring systems at the office with micro-fiber video and audio, so we get stories from the employees, but we know the truth even before we confront them about it. Say one step ahead of your personnel.
Hope this small post help some business owners to maintain their data protected and at the same time help employees stay honest, that is very hard to find these days.
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