It is not only our digital devices that are increasingly mobile, but data itself is also becoming more accessible. This has implications for the threat landscape, potentially decreasing the effectiveness of firewalls and other forms of information protection. To address these changes organisations now have to secure entire ecosystems of connected devices while being fully aware that there is no such thing as one security solution that is immune to threats. So, while every effort is made to ensure that data is secure, we can never assume that it is.


This transformation of security means that companies are required to control the entire data lifecycle within their organisations. In this dispensation, data must be monitored and controlled wherever it is, even when sharing is done on an ad hoc basis from a mixture of devices. This means that data must be protected as soon as it is shared, transformed, uploaded and downloaded. In addition, the data-owner must be able to retrieve or restrict data as required.


So, can you share information and protect data simultaneously? Our answer is ABSOLUTELY, but given some key questions are answered internally to adhere to internal processes.


But how can you ensure your data and information is protected when so many people potentially have access to it?


Regular updates – creating an environment of constant improvement


As our inter-connectedness continues to grow, the need to protect and share data will become increasingly challenging, making the importance of an ERP system such as SAP Business One even more significant.  Due to the dynamic nature of both software and network security, regular patch releases to address programming errors and new malware developments is required. These updates also improve on previous processes in the system and can add functionality not present in native versions.


Permissions – control who sees and does what you want them to 


An ERP gives you total control over who has access to accounts, functions and processes. This ensures that unscrupulous employees, contractors or vendors are not able to access sensitive business and customer information. SAP Business One allows you to assign permissions to users.


This point of entry can be sentried by maintaining a clear Segregation of Duties (SoD) within the ERP system, enabling you to establish levels of accessibility, making it easier for you to monitor the interaction between users. Further protection against unauthorised access is through the creation of tiered user roles that limit access to specific operators. This prevents unauthorised individuals from being able to manipulate the system in any way, thus blocking entry to data stored within it. Clear data management roles also serve to eliminate incidents of non-compliance. These permissions define the actions that may be taken, such as viewing certain files, having access to specific documents or making changes to data. Therefore, each person’s set of access permissions will depend on their specific job function, ensuring data is secure at all times.


Reporting – real-time, inter-departmental & centralised data


Through an ERP, full traceability of data is possible – ensuring accurate internal reporting as well as the maintenance of data through a single unified system.  Internal reporting is aided by segmented user access, restricting unauthorised personnel or outsiders from gaining access and entry to the data. The real-time nature of an ERP means that data managers can be informed immediately of unauthorised data access, minimising its impact.