Platinum Author
As an accountant or book-keeper, your client holds you in a position of trust. Not only do you have access to a host of confidential information regarding their business finances and business performance, but if you're managing payroll services too, you'll have in-depth knowledge of their employees' personal information.
It's vital to the success of your own business that you set out clear obligations and assurances to your clients - both old and new - that their data is fully protected. The media is full of unsettling stories about confidential information being left unsecured - or left on laptops or data sticks which then go missing - and contrary to popular belief, there definitely is such a thing as bad publicity.
You have a duty of care to your client to maintain high levels of confidentiality and security - and can be fined heavily for breaches of security surrounding personal data which lead to individuals suffering loss or fraud. It's not just worth the risk when there's so much at stake.
So what can you do to ensure that your customers' information is secure - and how should you advise clients to secure information at their end of the business transaction?
1. First things first - make sure that confidential financial information is secure
Online accounting software such as Fusion Accounts means that your clients' data is stored securely and remotely - and is backed up so that there's no risk of data loss. Sophisticated technology is used by online accounting software to ensure that data is kept secure from hackers and creates a much more secure environment than generally found on your laptop or PC. Not only that, by keeping your clients' data secure online, if anything does happen to your PC or laptop such as theft or damage, that data won't be affected.
2. Keep hard copy paperwork away from prying eyes
Using online accounting software is one major step towards client data security, but unless you secure hard copy data, you're leaving yourself open to risk. With today's modern technology, you don't need to print out a copy of every invoice or ledger - and statutory accounting firms and HMRC are generally happy to use securely held digital information to produce year end returns and conduct audits. So keep your printouts to a minimum - and ensure that the paperwork you do produce is kept in a locked cabinet.
3. Reduce your risk by minimising access to client information
If you work in a team, make sure that only those of your colleagues or employees who genuinely need to have access to your clients' data have access to your online accounting software and other secure areas. Each user can be assigned different levels of access which ensures they only see the data they need to see to complete their job. Make sure your internal security systems are up to scratch by routinely changing passwords regularly - and always change all password security when a individual leaves your company or you feel they may be a potential risk to your systems, no matter how small. It's a small step which could save you - and your clients - unnecessary issues and damage in the future, so make sure you play it safe.
All of the above measures can help your clients keep their data secure, too - for no matter how strict your own security measures are, if your customers aren't adhering to the same levels of data security, there is still the element of risk. It's common sense to help your clients uphold the same simple, straightforward data security measures - for if there is a data leak, this could be as damaging to you as it may be to your client. So think smart, use your online accounting software wisely and keep that confidential information safely away from fraudsters and unscrupulous competitors!
Accounting Software by online accounting provider Fusion Accounts, small business accounting software.
Article Source: http://EzineArticles.com/?expert=Kathryn_Convery
