How do you monitor and audit data access and usage by remote workers?

1 Define data policies and expectations

The first step is to establish clear and consistent data policies and expectations for your remote workers. These should cover topics such as what data they can access, how they can access it, how they should store and share it, and how they should report any incidents or issues. You should also communicate the consequences of violating the data policies and the benefits of complying with them. Make sure your remote workers understand and agree to the data policies and expectations, and provide them with regular training and reminders.

2 Implement data security measures

The second step is to implement data security measures to protect your data from unauthorized access and misuse. These include encrypting data in transit and at rest, using strong passwords and multifactor authentication, limiting access to data based on roles and privileges, and using secure VPNs and cloud services. You should also provide your remote workers with the necessary tools and devices to access data securely, such as antivirus software, firewalls, and data backup solutions. Avoid allowing your remote workers to use personal devices or public networks to access data, as these may expose your data to more risks.

3 Monitor data access and usage

The third step is to monitor data access and usage by your remote workers, using various methods and tools. For example, you can use data loss prevention (DLP) software to detect and prevent data leaks, data governance software to track and manage data assets, and activity logging software to record and analyze data actions. You can also use data analytics and visualization tools to identify patterns and trends in data usage, such as frequency, volume, location, and purpose. These tools can help you spot any anomalies or deviations from the data policies and expectations, and alert you to any potential issues or threats.

4 Audit data access and usage

The fourth step is to audit data access and usage by your remote workers, using various techniques and standards. For example, you can use internal or external audits to verify the compliance and effectiveness of your data policies and security measures, and to identify any gaps or weaknesses. You can also use self-audits or peer-audits to encourage your remote workers to review and report their own data activities, and to provide feedback and suggestions for improvement. You can also use industry best practices and frameworks, such as ISO 27001 or NIST 800-53, to benchmark and evaluate your data security performance.

5 Respond to data incidents and issues

The fifth step is to respond to any data incidents or issues that may arise from your remote workers' data access and usage, using appropriate procedures and protocols. These include notifying and involving the relevant stakeholders, such as your IT team, your legal team, your clients, and your regulators, depending on the nature and severity of the incident or issue. You should also investigate the root cause and impact of the incident or issue, and take corrective and preventive actions to resolve it and prevent it from recurring. You should also document and report the incident or issue, and review and update your data policies and security measures accordingly.

6 Review and improve data security

The sixth step is to review and improve your data security on a regular basis, using feedback and data from your monitoring and auditing activities. You should also keep up with the latest trends and developments in data security, such as new threats, technologies, regulations, and standards, and adapt your data policies and security measures accordingly. You should also seek input and suggestions from your remote workers, as they may have valuable insights and experiences on how to use data securely and efficiently. By reviewing and improving your data security, you can enhance your data protection and performance, and foster a culture of data security among your remote workers.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?