Cybersecurity should be a top priority when moving offices. Amid the havoc that can come with moving your workforce to a new space, Cybersecurity is an area often overlooked. In Part IV of this four-part blog series about moving offices, we will cover cybersecurity considerations to ensure your business and its data are kept safe during the transition.
Create Plans for Data Backup and Recovery
Work with your IT team to make a plan for data backup and recovery before moving offices. This plan should include identifying all important data systems across your company and using encryption on all devices. Categorize the data based on the level of sensitivity to determine backup frequency and storage methods. It’s best to use a combination of on-site servers, cloud storage services, and external hard drives to safeguard against any data loss.
Limit Access Control
When implementing good cybersecurity practices, limit access control during an office move — and in your new location. This limitation means restricting who can access sensitive data during the transition and reducing access points to sensitive equipment to reduce the risk of a breach. Use temporary accounts for movers and IT professionals who are not part of your workforce, and revoke access once the transition has been finalized.
Other ways to limit access control can include:
- Implementing multi-factor authentication
- Monitoring system access and activity logs
- Encrypting data on portable devices before moving them
- Using surveillance cameras or security guards to monitor access
Using appropriate measures and putting strict access policies into practice, you can reduce the risk of unauthorized data exposure during an office move.
Secure Handling and Transportation of Physical Hardware
Servers, workstations, computers, networking equipment, and other physical hardware are integral to your business operations. These physical items can also be easily compromised during an office move if precautions are not taken. Make sure your moving company has experience in handling and transporting physical hardware and IT equipment, and confirm what security measures they take to secure the physical plant. Keep an inventory to ensure no pieces of equipment were tampered with by a third party. Assign a trusted supervisor or employee with the responsibility of overseeing the handling and transportation of any physical hardware during the move.
Dispose of any Outdated Equipment Safely
An office move is a good opportunity to get rid of outdated tech equipment that no longer meets your company’s needs. Make sure any sensitive data is erased from the device, and perform a factory reset. Simply clean out the recycle bin is not adequate to secure the device — you will need to completely and securely delete all files. Work with your IT team to ensure all data is removed and cannot be recovered before you dispose, donate, or recycle any IT equipment.
Review Network Security in the New Location
Review network security with your IT team at the new office location. Begin by inventorying all devices connected to the network, evaluating the physical security of the location, and assessing any firewalls and network vulnerabilities. If weaknesses are identified, come up with a plan specifically tailored to the space. Conduct regular assessments to address any evolving threats and ensure a high level of security is maintained.
Contact an Experienced New York Business Attorney
Ensuring adequate cybersecurity measures are in place is paramount if you’re moving office locations. A knowledgeable attorney can help you ensure best practices and avoid any pitfalls that can arise. Providing trusted representation and dedicated counsel, Brinen & Associates works with clients regarding a broad scope of business matters. Call (212) 330-8151 or send us a message to learn more about how we can help you.
