Bullet Proof Your Business

Is your information Secure?

Over many years we have witnesses numerous situations evolve after staff unlawfully leaked business information, outside of the confines of the business.

In some instances:

• Insider Trading provided a huge advantage to some, and unfairly influenced the price of stock for others;
• Suppliers were able to gain an unfair advantage in the Tender Process;
• With access to relevant information, employees were unfairly promoted;
• External forces (e.g. the Media) were able to discredit the business.

How do we manage this risk?

1. The starting point is to ensure that Due Diligence is undertaken on all new employees. Criteria should include:

• a. Identification
• b. Address identification
• c. Verify Past Employment
• d. Speak to Referees
• e. Verify References
• f. Verify work performed
• g. Verify Qualifications
• h. Test the Applicant
• i. Internet Searches
• j. Bankruptcy
• k. Property
• l. Corporate
• m. Litigation history
• n. Criminal History – Paid Police check
• o. Social Media Sites
• p. Pre-Employment Medical
• q. Investigation
• r. Trial Period

2. Their application should include:

• a. Identification & Address identification
• b. Next of Kin
• c. Vehicle Details
• d. Evidence of Employment
• e. Referees
• f. References
• g. Qualifications - Proof

Sounds a bit over the top, however, starting point is to stop rotten apples from entering the box.

3. Encourage a strong culture of ethical conduct amongst staff, emphasing this regularly during team meetings. Ensure staff understand their responsibilities regarding confidentiality and security of your IP. Warn staff regarding the consequences of breaching.

4. Create strong policy along these lines and bring this to the attention of staff regularly.

5. At Induction - Ensure that the policy regarding the position of the company on Confidentiality, Leaking Information and unlawful use of it’s IP is made clear, and that new employees receive adequate training regarding this.

6. Employ IT systems which:

• a. Prevent information from being downloaded or distributed without authority;
• b. Alert you when an attempt is download IP or other secrets.

7. Use strategies to undertake irregular Integrity Testing, by having outsiders approach staff at random and seek information;

8. In sensitive environments consider technology like;

• a. keyboard, keys stroke catchers, that provide you with a copy of typed material from particular machines;
• b. have copies of emails forwarded to your Risk Manager, for review and random sampling, particularly of employees in high risk areas;
• c. Phone recording equipment. There are some companies that provide this on your system. Very easy and inexpensive. (We use it at www.compliancespecialistsaustralia.com.au ) ensuring that verbal external communication is recorded.

9. Provide employees with work mobile phones, allowing you to receive accounts and establish who they communicate with;

10. Install an external Whistleblower line, and encourage staff to report concerns anoynomously

11. Ensure work environments are protected by security access, recording entry and exit movements. After hours entry, is a risk that needs assessing;

12. Regularly check your building Alarm records, which show dates and times of staff movement;

13. Prohibit access to sensitive data, outside of the network (.e.g people working from home or outside hours)

14. Notebooks and work material should remain at office, unless authorised.

Bullet Proof Your Business – Because Business Risks don’t wait.

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