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Common File Security Hazards and Countermeasures


Against the backdrop of year-on-year increase in enterprise data and year-on-year increase in the cost of data leakage, document security should be taken more seriously. Compared to large enterprises, small and medium-sized enterprises are business-oriented,convert scanned pdf to word online free large files lack sufficient attention to documents, and lack the technical strength of large enterprises, resulting in greater document security risks.

What are the specific hidden dangers?

1. Give employees too open document rights

Small and medium-sized document control awareness is weak, employees operate office documents with large permissions. Basically, when employees want to operate on a specific file, as long as they find the file can be downloaded, viewed, sent. These permissions are basically a one-time grant to employees, not to achieve fine-grained control of document permissions, it is difficult to regulate the behavior of document operations.

2. Documents are scattered and easy to lose

Office documents are important digital assets of the enterprise, small and medium-sized enterprise culture does not have a unified relationship management of digital assets of energy and technical means, which is unfavorable to the long-term development of the enterprise. Most of the documents of small and medium-sized enterprises scattered in the staff office computer or various aspects of the application of the analysis system, the staff can replace the enterprise financial management of this part of the document, personnel mobility, the main factors of the equipment, non-standardized management and other circumstances so that the document at any time face the risk of loss of the business operation of the enterprise is also a problem of certain risks.

3. Operation without records, no warning of dangerous behavior

As mentioned earlier, the document authority granted to employees is too open, which will lead to uncontrollable behavior of the employee's document operation. And small and medium-sized enterprises do not record the whole process of document operation, resulting in employees can operate at will office documents, serious cases will also lead to the leakage of important documents and document content of the malicious modification. These irregularities in the document operation behavior, the enterprise does not monitor, early warning technology to suspend in time, and no operational records, problems are difficult to trace accountability.

4. Virus Hidden Danger

In recent years, extortion and blackmail viruses emerge one after another, many large and well-known enterprises suffered extortion and blackmail virus invasion, causing huge losses. Weak network security of small and medium-sized enterprises are more vulnerable to ransomware attacks, and there is no backup office documents available.

These are the main hidden dangers for SMEs in terms of documents. How to deal with these security risks?

Response suggestions:

1. Fine control of document permissions.

The document operation rights given to employees should be refined to meet the work implementation requirements of employees. Different work requirements of employees have different file operating rights, different levels of files should be given the appropriate file operating rights, so that employees can only operate within the scope of authority.

2. Centralized storage management of enterprise documents.

The scattered documents computer unified storage management, security handover of documents to employees to reduce equipment, personnel factors caused by the risk of loss of documents to ensure the integrity of corporate documents.

3. The whole process of document operation behavior is recorded, and irregular operation is suspended in time.

Through the network security work logs throughout the record file operating system behavior, to facilitate future security audits as well as after-the-fact export tracing. Set the rules of dangerous file operation behavior, such as multiple deletions and downloads within a short period of time, and once the rules are triggered, timely message notification of financial management and accounting personnel risk management.

4. File anti-virus, data backup.

In order to prevent ransomware infection, the files applied and stored in the office must have a security scanning link, and the discovery of virus files should be prevented from uploading and spreading in a timely manner. And do a good job of data backup, emergency use of backup data for rapid recovery.