Protecting your data in the hybrid world  

A new world means new rules 

As the working world shifts to hybrid models, businesses face a set of new, complex challenges – particularly regarding data compliance and security.  

Whilst managing remote teams has become more refined in recent years, there are rising threats to this way of working. The threat is unseen, unsafe, and unsuspecting. 

It’s a digital danger that sees sensitive data loss, cyber-attacks and data breaches, with each threat looming larger than the last. With digital technology emerging as the backbone of new hybrid working models, the stakes have never been higher.  

So, how can your businesses stay ahead of these ever evolving threats? The answer lies in managing and maintaining the data security of your hybrid teams. 

Data compliance 101

In a hybrid work model, employees can access company data from home offices, coffee shops or even while travelling. The endless possibilities of work environments increases the potential risk of unauthorised access to sensitive data.  

Yet, it is essential that employees are afforded the freedom to collaborate, sharing files and accessing information without compromising sensitive data. Therefore, investing in the right resources is key. 

With the introduction of the new Data Protection & Digital Information (DPDI) bill, organisations must adopt a more proactive approach if they are looking to avoid substantial penalties. This presents an opportunity to implement robust compliance measures for hybrid working, providing better protection business-wide.  

Creating a safe workspace

Getting to grips with data compliance in a hybrid environment requires organisations to follow a set of essential practices that emphasise data security and privacy. By adopting these best practices, you can safeguard sensitive information and maintain a secure operational landscape. 

  • Train your employees on data handling. The more your employees know about data security and privacy, the less likely they are to make mistakes that could lead to a data breach. Make sure your training covers topics like password security, remote access, and file sharing. And of course, make sure that employees are regularly offered refresher training sessions that includes latest insight and recommendations on how to keep data safe. 
  • Establish clear guidelines for remote access. Your guidelines should clarify who can access what data, when and how they can access it, and what to do if there is a security breach. A simple, yet powerful tactic is to mandate that employees change their passwords every 90 days. Whatever you choose to include in your guidelines, make sure they are communicated clearly to all employees.  
  • Embrace technology to protect your data. There are a number of security tools and software solutions that can help you protect your data in a hybrid environment. Consider using multi-factor authentication, virtual private networks (VPNs), and secure resource collaboration tools. With the wide variety of products available, there are plenty of options for businesses to choose from. 
  • Be proactive about data security. Don’t wait for a data breach to happen before you take action. Implement security measures that will help prevent breaches from occurring in the first place. This could include things like regular data backups, vulnerability scanning, and penetration testing. 
  • Get familiar with compliance regulations.   Regulations are constantly changing so it’s imperative to stay up to date so that you can operate in compliance. 
  • Respond quickly to data breaches. If a data breach does occur, it’s important to respond quickly and effectively. This includes notifying the appropriate authorities, investigating the breach, and taking steps to mitigate the damage. You could also create a process for employees to follow if they believe their data has been compromised. 

A novel way to protect your data

As digital technology accelerates, security transformation must follow suit. As staff access and communicate data in a hybrid model beyond corporate firewalls, organisations must adapt. The traditional “castle and moat” security model used within office premises is no longer sufficient. 

Enter Matrix Booking. Our platform offers a new way to maintain compliance while providing a multitude of other valuable benefits. Using resource booking software for hybrid workers to reserve desks, equipment or other necessary tools not only ensures more efficient management of resources and time, but it also safeguards employee data, including names, contact information and booking history.  

Imagine a centralised booking software system that provides greater control over the data your business collects. With one overarching database, monitoring and protecting your data lessens in its complexity. 

Our resource booking software simplifies the handling of information and securely stores details externally. In addition, the automatic purging of data after a specified period is particularly efficient in helping organisations remain compliant. 

Enhancing security and privacy also becomes easier with a standard anonymisation feature of the software. This is a higher level of data protection where older bookings can be completely anonymised, stripping away sensitive data and personal information. This leaves only essential information that you can use to better shape resource allocation decisions, while at the same time fortifying data security measures. 

More importantly, our resource booking software can provide transparency and accountability, as it maintains a trail of activities related to employee data, such as details of bookings, modifications, and access attempts. This helps you see exactly who accessed sensitive data, giving you an advantage over the digital threats lurking in the shadows. 

Securing the future

For remote work to be viable in the long term, first you need to start with a comprehensive audit of your organisation’s digital security. Only then can you make strategic investments to ensure a more digitally secure future. Through understanding and implementing effective data strategies, organisations can navigate the complexities of data compliance and safeguard their sensitive information. 

Resource booking software has emerged as a practical tool for organisations that are striving to perfect their hybrid working policies when protecting data. It helps them navigate the evolving challenges of data compliance and maintain the highest standards of data security in a dynamic and evolving work environment. 

The risks are clear. It’s high time to put the right controls in place for a safer digital future. 

Find out more about Matrix Booking’s solutions here: 


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