How do you secure data entry in remote or online environments?

1 Use secure tools and platforms

One of the first steps to secure data entry is to choose the right tools and platforms for your work. Whether you use a cloud-based service, a desktop software, or a web application, you need to make sure that it has strong encryption, authentication, and backup features. You also need to check the privacy policy and terms of service of the provider, and avoid using free or unverified tools that may compromise your data. Some examples of secure data entry tools and platforms are Google Forms, Microsoft Excel Online, and SurveyMonkey.

2 Follow data protection laws and regulations

Another important aspect of data entry security is to comply with the relevant data protection laws and regulations in your country and industry. These may include the General Data Protection Regulation (GDPR) in the EU, the California Consumer Privacy Act (CCPA) in the US, or the Health Insurance Portability and Accountability Act (HIPAA) in the healthcare sector. These laws and regulations set the standards and rules for how you can collect, process, and store personal and sensitive data, and what rights and obligations you have as a data controller or processor. You need to familiarize yourself with these laws and regulations, and follow them accordingly.

3 Implement data quality checks and controls

Data entry security is not only about preventing unauthorized access or misuse of data, but also about ensuring the accuracy and validity of data. Data quality checks and controls are the methods and procedures that you use to verify, correct, and improve the data that you enter. Some examples of data quality checks and controls are data validation, data cleansing, data auditing, and data reconciliation. These can help you detect and eliminate errors, inconsistencies, and duplicates in your data, and enhance its reliability and usability.

4 Use strong passwords and multi-factor authentication

One of the most common ways that data entry security can be compromised is by weak or stolen passwords. Passwords are the keys to access your data entry tools and platforms, and they need to be strong and secure. You should use a combination of letters, numbers, symbols, and cases, and avoid using common or predictable passwords. You should also change your passwords regularly, and use different passwords for different accounts. Additionally, you should enable multi-factor authentication (MFA) whenever possible. MFA is a security feature that requires you to provide more than one piece of evidence to verify your identity, such as a code sent to your phone or email, or a biometric scan.

5 Avoid phishing and malware attacks

Phishing and malware are two of the most dangerous threats to data entry security. Phishing is a fraudulent attempt to trick you into revealing your personal or financial information, such as your passwords, bank details, or credit card numbers. Malware is a malicious software that can infect your device or network, and steal, damage, or encrypt your data. You should be wary of any suspicious or unsolicited emails, messages, or links that ask you to provide or confirm your information, or to download or open attachments. You should also use a reputable antivirus and firewall software, and update your device and applications regularly.

6 Educate yourself and your clients

The last but not least tip for data entry security is to educate yourself and your clients about the best practices and risks involved in data entry. You should keep yourself updated on the latest trends and developments in data entry security, and learn from reputable sources and experts. You should also communicate with your clients and inform them about the measures and policies that you use to secure their data, and the expectations and responsibilities that they have as data owners. By educating yourself and your clients, you can build trust and confidence, and prevent misunderstandings and disputes.

7 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?