The biotechnology industry deals with sensitive information daily, making document security a priority. Biotechnology companies must protect their confidential information and intellectual property from unauthorized access. Information to protect ranges from patient records to research and development data. Practices such as storing and sharing information through a deal room, using strong passwords, and encrypting data can help protect digital assets and limit the potential for a data breach.
Table of Contents
Six Best Practices for Securing BioTech Documents
1. Use a Secure Deal Room for Data Storage and Sharing
A deal room is an online repository where biotechnology companies can securely store and share sensitive documents. Businesses can control who has access to their documents, revoke access rights at any time, and maintain complete control of their data.
Deal rooms also offer features like document expiration dates, tracking of document access and downloads, advanced encryption and authentication, and secure payments. When making a sale or deal, deal rooms provide additional security that can help protect confidential information. They’re also easy to use and require minimal setup.
2. Train Employees on Cyber Security
Employees can be one of the most significant security vulnerabilities for any organization. They can unknowingly give away sensitive information or fall prey to a malicious attack. Hackers constantly look for vulnerable systems, and unsuspecting employees can be easy targets. Training employees to identify and avoid social engineering attacks, use strong passwords, and recognize phishing emails can help protect data from unauthorized access.
3. Implement End-to-End Chain of Custody
Knowing who has access to confidential documents can help detect any attempts at unauthorized access. Establishing an end-to-end chain of custody can help biotechnology companies track and monitor who has access to their sensitive data. This chain of custody should include clear rules on who has permission to view, copy, and store confidential information, along with a way to monitor and audit access. Keep audit and chain of custody logs secure to help identify suspicious activity and possible security breaches.
4. Use Strong Passwords and Update Antivirus Software
Passwords are the first line of defense against unauthorized access. Biotechnology companies should implement a corporate password policy that requires employees to create strong passwords and change them regularly. They should also update their antivirus software regularly to apply the latest security patches. This may help protect against malicious attacks and keep their systems running efficiently. Biotech companies can also limit access to sensitive data and documents by setting up two-factor authentication or using biometric authentication.
5. Encrypt Data
Data encryption is an advanced security measure that involves scrambling data to be unreadable to unauthorized users. It protects confidential information from prying eyes and can help prevent data breaches. Biotechnology companies should encrypt their data both in transit and at rest. They can use encryption algorithms to scramble data before it is sent over the internet and use encryption keys to protect data stored on devices. Encrypting data on any device or network can add more security and help protect against data theft.
6. Perform Regular Audits and Security Checks
Biotechnology companies should regularly audit their data security protocols and policies to keep up with the latest information security trends. They should also use vulnerability scanning tools to check for potential network, application, and infrastructure weaknesses. Regular audits and security checks help identify potential threats or vulnerabilities and allow companies to make changes for data safety.
Secure Your BioTech Documents Today
Security practices, such as using a deal room to store and share information, training employees on cybersecurity, and implementing an end-to-end chain of custody, can help biotechnology companies protect their confidential data and documents. These companies are prone to cyber-attacks and data breaches that can cost them dearly. Taking the necessary steps to protect their data can help biotech companies remain competitive and safe.