Data breaches involving big-name companies have become all too common. As organizations rely more heavily on the cloud and increasingly complex software to conduct their business, company and customer information is more at risk than ever.

Such changes put enterprise data security amid the highest priorities for large companies — especially ones that deal with their customers’ sensitive personal, financial, medical, or legal matters. In this day and age, enterprises can’t afford to neglect the necessary tools and best practices for keeping their vast stores of sensitive data safe from prying eyes. Here, we’ll explore the ins and outs of enterprise security and the critical role it plays in keeping customer information safe and brand reputation strong.

What Is Enterprise Data Security?

Enterprise data security is a company’s set of policies, tools, and procedures for preventing unauthorized access to private information stored on or transmitted across its systems and servers. These may include specific protocols for user authorization, rules for internal information and access sharing, and technologies for data management and encryption.

When implemented properly, enterprise data protection procedures guard an organization against threats of cyber attacks and the risk of data loss due to natural disasters. They also ensure compliance with a growing number of regulations and rules, such as the Health Insurance Portability and Accountability Act (HIPAA) or the General Data Protection Regulation (GDPR).

Best Practices for Enterprise Data Protection

Whether you’re running a film crew or a law office, true data protection controls must be comprehensive, touching every level and department of an organization. Here are nine essential data protection strategies for any type of business.

1. Develop and Maintain Clear Data Privacy Policies

The first step toward ensuring data protection is to establish a clear and comprehensive set of policies that permeate the entire organization. Instructions should cover rules for who can access data (aka role-based access control), where they can access it, and when data sharing is permitted. Be sure to define the appropriate channels and methods for data sharing, whether digitally or by mail.

Parameters for data collection should also clarify how much data should be collected from customers in the first place, and there must be clear protocols for responding to security threats and incidents when they occur.

2. Limit Access

Access is a critical component of any enterprise database security plan. As a general rule, access to a particular data set should only be given to those who absolutely need it. Use roles and permissions must be clearly defined, and the most sensitive access levels should be subject to frequent verification.

Protocols like single sign-on (SSO) also help with access security by limiting the number of passwords individual users have to remember. Rev, for instance, relies on SSO to provide enhanced security for our enterprise users, along with domain-claiming restrictions to prevent unauthorized or non-company users from creating accounts. 

3. Use Encryption

Enterprise data encryption is one of the first lines of defense against cyberattacks. By converting data to unreadable code, you provide an added layer of security in case hackers break through your defenses. Ensure that data is encrypted at all times, whether resting in company servers or in transit.

Here again, Rev showcases a strong commitment to client data security. Our VoiceHub relies on industry-standard AES 256 encryption for on-server data and TLS data encryption for data in transit.

4. Rely on Secure Tools

Your organization’s choice of tools and applications can directly impact your risk level when it comes to data protection. Ideally, any third-party applications you use will adhere to the same standards you uphold internally — from data encryption to employee access controls.

For instance, say your law firm needs fast and accurate transcriptions. Courtroom testimonies and recorded depositions are replete with sensitive client information, so you need a transcription service that adheres to strict security protocols. In that case, you’d be wise to opt for a tool like Rev, which implements industry-best data encryption, ensures SOC 2 Type II compliance, and adheres to strict confidentiality agreements.

Whatever the specific enterprise security tools are, the big idea is simple: Don’t hesitate to ask vendors about their data security measures.

5. Keep Your Network Secure

Your organization’s network is a key point of attack. If cybercriminals can break in, they may have easy access to data across company servers. Firewalls and intrusion detection or prevention systems are essential for monitoring network traffic and preventing unauthorized access. Dividing the network into smaller segments can lower the risk associated with any one point of penetration.

In the same vein, a virtual private network (VPN) is a non-negotiable security tool for remote workers. A VPN creates a secure tunnel between an employee’s remote location and your company server, and you can encrypt data along that tunnel for added security.

6. Train Employees on Data Security

Cyberthreats are increasingly complex, and you shouldn’t expect employees to understand data vulnerabilities and best practices for security on their own. Teach them your organization's security protocols and provide ongoing training on current threats and common security mistakes.

Go beyond simply instructing and actually test employees on various potential scenarios. Phishing simulations, for instance, are a great way to check employee responses to common scams. 

7. Conduct Regular Data Security Audits

Establishing enterprise data security is not a “set it and forget it” task. Once your procedures are in place, you should conduct regular audits to identify weak points where data is vulnerable. Scan and monitor your network and servers frequently, test employee adherence to security protocols, and simulate real-world attacks to test and shore up your system’s defenses. These audits should take place at least once a year — and more often in larger organizations or those that handle more sensitive customer data — or anytime there has been any type of security breach.

8. Have a Recovery and Response Plan

Despite the best-laid plans, a data disaster can still strike. Your security protocols aren’t complete without a strategy for the worst-case scenario. First and foremost, that includes frequent data backups (on-premises and in the cloud) to hedge against any potential data losses.

Beyond backups, a disaster response plan should guide employees at every level in what actions to take in the immediate aftermath of a data breach. Lay out different security solutions for ransomware attacks, system failures, and more. Test your response plans before a real cyberattack occurs — it could save your company millions of dollars and countless hours.

9. Stay Compliant

As noted, compliance is another critical piece of the data security puzzle. We mentioned SOC 2, HIPAA, and GDPR, but those are only a few examples. Organizations in financial services have to worry about the Payment Card Industry Data Security Standard (PCI DSS), for example. Law firms would have to be careful to follow all of these, along with state regulations like the California Consumer Privacy Act (CCPA).

There are too many regulations to cover here. What’s important is that you know the regulations that affect your company and ensure your security protocols keep up with the latest versions of those policies to ensure compliance. 

Data Security: Past, Present, and Future

The process of protecting company data has changed quite a bit since the early days of isolated computer mainframes. What was once only relevant to military or government organizations is now essential to all organizations, large and small.

The internet initially made data more ubiquitous and accessible — and raised the threat of cyberattacks as more users and organizations got online. Now, enterprise data is unleashed across on-premise data centers, cloud servers, and an array of user devices.

With the growth of the Internet of Things and the near-limitless capacity of AI for processing and creating data, the need for expansive data security services and protocols will only become more urgent.

Why Security and Privacy Matter

Ensuring data security and privacy is foundational to building consumer trust. Each time an organization exposes its customer data, whether to advertisers without permission or inadvertently in a cyberattack, that trust erodes. In an era when only half of consumers — and barely a quarter of Gen Zers — have confidence in companies, establishing transparent and comprehensive data protection policies creates an invaluable competitive edge.

Strong enterprise data protections also safeguard an organization from significant financial setbacks. According to IBM, the average data breach in 2024 costs an organization $4.88 million. Critical data and intellectual property losses can cause operational problems, and the costs of recovery and litigation add up quickly.

Ultimately, an enterprise’s effective cyber security and data protection practices can save it from massive financial losses and damage to its reputation. 

Shore Up Your Enterprise Security With Rev

With so much at stake, today’s enterprises can’t afford to let their guard down. Every activity should be done with data security and intrusion prevention in mind — especially those that involve sensitive customer and organizational data.

If your organization relies on transcripts, whether for important internal meetings or sensitive legal matters, Rev will handle them with the utmost respect. VoiceHub delivers the best accuracy in the business without putting your privacy on the line.

‍Try VoiceHub today to find out for yourself