How do you keep your dealer management system updated and secure from cyber threats and data breaches?

1 Choose a reputable DMS provider

Not all DMS providers are created equal. Some may offer more features, support, and security than others. Before you select a DMS for your dealership, do some research on the provider's reputation, track record, and customer reviews. Look for a provider that offers regular updates, backups, encryption, firewalls, antivirus, and other security measures. Also, check the provider's terms and conditions, privacy policy, and data breach response plan. Make sure you understand what data they collect, how they use it, and how they protect it.

2 Train your staff on best practices

Your DMS is only as secure as the people who use it. Your staff should be aware of the common cyber threats and how to avoid them. For example, they should never open suspicious emails, click on unknown links, or download unverified attachments. They should also use strong passwords, change them regularly, and never share them with anyone. Additionally, they should log out of the DMS when not in use, and report any suspicious activity or incidents to the IT team or the DMS provider.

3 Limit access and monitor activity

Another way to keep your DMS secure is to limit who can access it and what they can do with it. You should assign different roles and permissions to your staff based on their job functions and responsibilities. For example, you may want to restrict access to sensitive data, such as customer information, financial records, or inventory reports, to authorized personnel only. You should also monitor the activity and performance of your DMS regularly, and look for any signs of unauthorized access, data loss, or system errors.

4 Update your software and hardware

Keeping your DMS updated is essential for maintaining its security and functionality. You should always install the latest updates and patches from your DMS provider, as they may contain bug fixes, security enhancements, or new features. You should also update your hardware, such as your computers, routers, servers, and devices, to ensure they are compatible with your DMS and can support its requirements. Updating your software and hardware can also improve your DMS speed, reliability, and efficiency.

5 Backup your data and have a recovery plan

Despite your best efforts, your DMS may still be vulnerable to cyber attacks or data breaches. That's why you should backup your data regularly, and store it in a safe and separate location, such as a cloud service or an external hard drive. This way, you can restore your data in case of an emergency, and minimize the impact of a potential disaster. You should also have a recovery plan in place, and know how to contact your DMS provider, your IT team, and your customers in the event of a crisis.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?