Data is a valuable thing that we have on our computers and other digital devices. All those bits and bytes that we have saved for years are what make your computer worth more than a strong piece of equipment.
To keep this data safe, it is important to put a protective strategy in place, because you can reinstall operating systems and applications at any point in time, but your data is irreplaceable.
So let’s have a quick look at some of the best ways to safeguard your data from loss or unauthorized access.
Back Up Early & Often
You must backup your data regularly to prevent it from loss as it is the most effective strategy. But the question is how often you should backup your data. Ask yourself, if anything adverse takes place, how much data you can compromise – a month’s, a week’s, a day’s, or an hour’s work.
To backup data in Mac, you can use the built-in Time Machine utility that can move or copy entire data to an external drive. However, if you want to backup data on a Windows system, you can use ntbackup.exe, the built-in backup utility. If you wish, you can also backup data to a Cloud drive for better protection and visibility.
Use Password-Protection for Documents
If you’ve got files that you don’t want others to access, lock them using strong passwords that others cannot crack. On your Windows computer, right-click the file or the folder in the File Explorer to set a password. Click Properties, click Advanced, select Encrypt Contents to secure data option, and tap on Apply.
But can you lock folders on mac? The answer is “yes.” Open Disk Utility, click on File in the menu bar, hover over New Image, and select Image from Folder. Now, select the folder that you want to set a password for and choose the encryption level from 126-bit or 256-bit options. Next, enter and verify the password. In the Image Format column, select the read/write option and select Save.
Set Access Permissions for Files & Folders
Add an additional layer of security to your data by setting access permissions for all your data files and folders. Use the Finder app to set file permissions on your Mac, right-click the file or folder, and select Get Info. Click the arrow available next to Sharing & Permissions and then select the access level under the Privilege option.
If you do not find the required account or user group under the Sharing & Permissions section, click + to add a new account. To set permissions to a file or folder in Windows, right-click on it, select Properties, tap on the Security tab, click Edit, and click Add. Under the Enter the object names to select, type the name of the user or group to whom you want to provide access. Next, click OK and click OK on the then appeared Security window.
Secure Wireless Transmissions
You must have heard that wireless transmissions pose a threat to data, and that’s true as those who have a wireless-enabled portable device can access the network and seize data. If the wireless access points are not configured properly, your data can be accessed by unauthorized people or hackers.
If your work requires storing data over wireless networks, make sure that proper encryption protocols are in place. It is recommended to stick to WPA (protected Wi-Fi) rather than WEP (Wired Equivalent Protocol) since the latter is not as secure.
Use Rights Management for Better Control
While working on Mac or Windows, you might need to share your important files and folders with colleagues. If you are worried about the security of data stored inside the files once they leave your system, this might be important for you to read. Rights Management Services (RMS) allows you to control the activities of the recipients when you share a file or a folder with them.
For example, if you want your coworkers to read the file but don’t want them to make any changes, you can set Read permissions. You can also prevent the recipients from sharing the files or folders via email. Moreover, you can set documents to disappear at a specific time, which means no access to them.
Add Watermarks to PDFs
Most of the time, users prefer PDF for sharing confidential and sensitive data via email or any other method. Adding watermarks to PDFs will allow the recipient to recognize that the file or the document contains highly confidential information. It prohibits the reader from making any changes or alterations to the document.
Another major advantage of watermarking a document is that it prevents other users or readers from copying its contents. You can represent the ownership of the document by adding watermarks to the PDF before sharing it with others.