--- title: "Security: it’s All About Processes and Procedures" description: Is your company data secure? Remote workforce experts at Anequim share practical tips for safely maintaining company and customer information. image: https://blog.anequim.net/hubfs/2-2.jpg --- [![anequim-logo-horizontal-SM](https://blog.anequim.net/hs-fs/hubfs/anequim-logo-horizontal-SM.png?width=1201&height=310&name=anequim-logo-horizontal-SM.png "anequim-logo-horizontal-SM")](https://anequim.net/) Open main menu Close main menu - [What We Do](https://anequim.net/what-we-do/) - [Services](https://anequim.net/services/) - [About Us](https://anequim.net/about-us/) [Processes and Procedures](https://blog.anequim.net/tag/processes-and-procedures) [Security](https://blog.anequim.net/tag/security) # Security: it’s All About Processes and Procedures ![Gwenn Aspen](https://blog.anequim.net/hs-fs/hubfs/anequim-gwenn-aspen.png?width=45&name=anequim-gwenn-aspen.png) [Gwenn Aspen](https://blog.anequim.net/author/gwenn-aspen) [Share this blog post on Twitter](https://twitter.com/intent/tweet?text=I+found+this+interesting+blog+post&url=https://blog.anequim.net/security-it-is-all-about-processes-and-procedures) [Share this blog post on Facebook](http://www.facebook.com/share.php?u=https://blog.anequim.net/security-it-is-all-about-processes-and-procedures) [Share this blog post on LinkedIn](http://www.linkedin.com/shareArticle?mini=true&url=https://blog.anequim.net/security-it-is-all-about-processes-and-procedures) ![anequim-security-it-is-all-about-processes-and-procedures](https://blog.anequim.net/hubfs/2-2.jpg) Whether your team works in-person or remotely, protecting your company’s data should be a top priority. However, when your employees are remote, it becomes even more important to have and enforce strict information and data management processes. This is especially critical if your employees have access to banking and vendor management systems, accounting records, and the personal information of your customers (social security numbers, driver’s license numbers, credit card or bank account numbers, etc.). These data pieces can give a would-be thief plenty of information to steal money or even someone’s identity. The last thing you want is for your business to be associated with a serious data breach.  So, what can you do to proactively protect yourself, your company, and your customers? *Oversight, oversight, oversight.* The number one thing you can do to avoid a dangerous data situation is pay attention. Set up a system of checks and balances for every process that involves sensitive information- and then commit to frequent check-ins to be sure the systems are working.    ### Here are some tips: - Reconcile your books regularly. Daily reconciliation is best- but at minimum, this should be done weekly. Letting too much time pass without looking at your books is a big mistake that can have big (and costly) consequences. - Onboard and offboard. Every employee. Every time. - As you onboard a new employee, create an inventory checklist of the personal information they are privy to- include any company software or systems they will use to perform their duties- update as roles or responsibilities change. - Assign individual logins to company systems so you can track usage- never allow shared logins. - Thoroughly train employees on the expectations, processes, and procedures for data security – this sets a tone of accountability from the start. - When offboarding an employee, cross check that handy inventory list! - Be sure to terminate employee access to company software or systems. - Collect employee’s company credit cards and cancel them with your financial institution. - Make sure the payroll department knows the employee has left the company, so paychecks don’t continue to be sent. - Avoid single person loops wherever possible. For example, if the same employee is getting the mail, entering deposits, *and* going to the bank, there are not enough checks and balances in that loop to ensure the safety of the data involved. - Create procedures that put multiple eyes on any transaction or process that introduces risk to your company or customers’ information. - Design a process for approval of expenses that ensures no single person can approve high-dollar expenses on their own. - For employees who travel independently, create stringent processes for submitting travel expense receipts (and be sure to review them line by line!)   ### Other proactive steps you can take to protect your company’s data: - Don’t allow employee printing of documents with protected info - Provide read-only access to all account numbers - Use software systems with built-in security protections instead of leaning too hard on spreadsheets- a spreadsheet can easily be stolen - Utilize password protection software to add another layer of security to your systems - Grant access privileges by role- employees only need access to the information they need to do *their* job - If you have a vendor management system- don’t allow employees to create vendor profiles without an approval chain (a bad actor could create a fake vendor and funnel money to themselves) - Make sure your company follows [PCI DSS](https://www.pcicomplianceguide.org/faq/) (payment card industry data security standards) guidelines for safely accepting card payments   Finally, be aware of phishing scams and educate your employees on how to identify and avoid them. Some email scams can be very convincing- even to the most conscientious employee. Make sure your IT systems have strong security protections in place to prevent cyberattacks. Provide frequent communication to your teams on the latest scams to be on the lookout for.   While there is no magic bullet to ensure you’ll never have any kind of data breach, if you take these common sense steps, the chances are much less that you’ll have any kind of significant compromise of your company’s important information. Good standard processes and procedures, robust employee education, consistent oversight and accountability controls, regular reconciliation of your books, and IT systems with strong security features are all great steps to maintain the security of your company and customer data.  ![Gwenn Aspen](https://blog.anequim.net/hs-fs/hubfs/anequim-gwenn-aspen.png?width=150&name=anequim-gwenn-aspen.png) #### Gwenn Aspen Gwenn Aspen is the co-founder and CEO of Anequim LLC. Anequim helps property management companies be more efficient and successful through a variety of service offerings. From sourcing and managing professional remote labor from Mexico, to Rent Manager Call Center and Anequim Office Services, Anequim is able to provide game changing results to its clients. She is also co-host of the Bootstrappers Show which releases bi-weekly episodes on Apple Podcasts, Spotify and Youtube. Gwenn was a founder of Wistar Group property management company in Omaha, Nebraska which manages 1,200+ doors which sold to Pure in 2021. Gwenn has a background in the healthcare industry and is a graduate of the University of Michigan. ## Related Articles [![anequim-five-reasons-your-property-management-company-is-not-making-money](https://blog.anequim.net/hubfs/anequim-5-ways-property-management-companies-lose-money-02.png)](https://blog.anequim.net/five-reasons-your-property-management-company-is-not-making-money) [Property Management](https://blog.anequim.net/tag/property-management) [KPIs](https://blog.anequim.net/tag/kpis) [Profitability](https://blog.anequim.net/tag/profitability) [Business Growth](https://blog.anequim.net/tag/business-growth) ### [Five Reasons Your Property Management Company is Not Making Money](https://blog.anequim.net/five-reasons-your-property-management-company-is-not-making-money) The dirty little industry secret is that a lot of companies are not profitable when it comes to property management. They may feel like they are doing better financially... ![Gwenn Aspen](https://blog.anequim.net/hs-fs/hubfs/anequim-gwenn-aspen.png?width=45&name=anequim-gwenn-aspen.png) [Gwenn Aspen](https://blog.anequim.net/author/gwenn-aspen) [Read More](https://blog.anequim.net/five-reasons-your-property-management-company-is-not-making-money) [![anequim-bootstrappers-best-structure-property-management-company](https://blog.anequim.net/hubfs/episode-30-1.jpg)](https://blog.anequim.net/what-is-the-best-structure-for-your-property-management-company-ft-brad-larsen) [Bootstrappers](https://blog.anequim.net/tag/bootstrappers) [Property Management](https://blog.anequim.net/tag/property-management) ### [What is the Best Structure for Your Property Management Company?](https://blog.anequim.net/what-is-the-best-structure-for-your-property-management-company-ft-brad-larsen) ## WHAT YOU WILL LEARN One question we get asked a lot is how we suggest property management companies structure their organizations. We hear so much about “right person,... ![Bootstrappers For Entrepreneurs - A podcast by Anequim LLC](https://blog.anequim.net/hs-fs/hubfs/Bootstrappers-profile-picture.jpg?width=45&name=Bootstrappers-profile-picture.jpg) [Bootstrappers For Entrepreneurs - A podcast by Anequim LLC](https://blog.anequim.net/author/bootstrappers-a-podcast-by-anequim-llc) [Read More](https://blog.anequim.net/what-is-the-best-structure-for-your-property-management-company-ft-brad-larsen) #### About - [About Anequim](https://anequim.net/about-us/) - [Meet the Team](https://anequim.net/meet-the-team/) #### Services - [Accounting Services](https://anequim.net/services/accounting-services/) - [Administrative Support](https://anequim.net/services/administrative-support/) - [Customer Service](https://anequim.net/services/customer-service/) - [Marketing Services](https://anequim.net/services/marketing-services/) - [Property Management Services](https://anequim.net/services/property-management-services/) - [Solutions for Rent Manager Users](https://anequim.net/services/solutions-for-rent-manager-users/) #### Library - [Blog](https://blog.anequim.net/) [Follow us on Facebook](https://www.youtube.com/Anequim) [Follow us on LinkedIn](https://www.linkedin.com/showcase/anequimmx/) [Follow us on Twitter](https://twitter.com/AnequimUS) [Follow us on Instagram](https://www.facebook.com/AnequimUS/)