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How Can I Improve My Company’s Data Security?

24 November, 2025 - Author: Meg Visser

Meg is the Chief Customer and Marketing Officer at Otto IT, bringing over 18 years of experience across global tech giants, private equity, and startups. Known for her strategic thinking and hands-on leadership, she’s passionate about building meaningful customer relationships and marketing that resonates. A champion of diversity and inclusion, Meg has led award-winning initiatives and digital transformations, earning recognition like the 2024 ARN DE&I Champion award. Outside of work, she’s an advocate for mental health, a lover of philosophy and psychology, and often found immersed in a fantasy novel.

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With cyber threats on the rise and data breaches impacting businesses of all sizes, strengthening your company’s data security isn’t just an IT issue, it’s a business imperative. Whether you’re running a small team or managing hundreds of staff, there are proven steps you can take right now to reduce risks, meet compliance requirements, and protect your reputation. This guide, complete with a clear checklist and comparison tables, will help you prioritise and action the most effective data security improvements.

Why Data Security Matters for Every Business

Financial Loss: Data breaches often result in direct financial costs, fines, and cancelled deals.
Reputational Damage: Customer trust is hard to win and easy to lose after a breach.
Legal & Regulatory Risks: Australian companies must comply with the Privacy Act, the Notifiable Data Breaches (NDB) scheme, industry standards (like the ACSC Essential Eight), and even the Security of Critical Infrastructure Act for some sectors.
Operational Disruption: Ransomware attacks and other breaches can halt your operations for days or weeks.

Essential Data Security Measures: At a Glance

Security Measure	What It Does	Why It’s Important	Implementation Tips
Multi-Factor Authentication (MFA)	Adds a second layer of identity verification	Blocks most credential-based cyberattacks	Enable on all critical accounts (Microsoft 365, payroll, CRM)
Strong Password Policy	Enforces complex, unique passwords	Reduces risk of brute-force and stolen credential attacks	Mandate password managers and regular updates
Endpoint Protection/EDR	Protects computers & devices from malware and ransomware	Stops threats before they spread across your network	Install advanced anti-virus and EDR solutions on all company devices
Regular Data Backups	Creates secure copies of business-critical data	Ensures recovery after cyber incidents or accidental deletion	Follow 3-2-1 backup rule; test restores quarterly
User Training & Awareness	Educates staff on threats like phishing & safe digital habits	Addresses the top cause of breaches: human error	Run quarterly briefings, simulated phishing, and e-learning
Access Controls & Least Privilege	Limits user rights to “only what they need”	Minimises damage from compromised accounts	Review and adjust access levels regularly
Data Encryption	Protects information at rest and in transit	Prevents readable data theft even if stolen	Enable encryption on all sensitive data repositories
Patch & Update Management	Keeps apps, systems, and firmware up to date	Blocks exploits targeting known vulnerabilities	Automate updates where possible, audit monthly

Data Security Improvement Checklist

Use this checklist to quickly assess your company’s data security posture. Aim to tick off each item in the list. If some don’t apply to your business, ensure you document why for compliance purposes.

Multi-Factor Authentication is enabled for all staff logins
All staff use company-approved password managers
All laptops, desktops & mobiles have updated endpoint protection
Data is backed up daily, with recent test restores completed
Staff receive cyber awareness training at least quarterly
User privileges are set to least-privilege by default
Sensitive databases and files are encrypted
Operating systems and key apps are patched within 7 days of release
Suspicious behaviour is logged and monitored for anomalies
Incident response plan is documented and regularly rehearsed

Cloud Data Security: Comparing Microsoft 365, Google Workspace & AWS

Cloud Suite	Built-in Security Features	Data Locality Controls	SME Suitability
Microsoft 365	MFA, Conditional Access, DLP, Encryption, Secure Score	Data residency options, regional controls	Excellent for Australian SMEs
Google Workspace	MFA, Alert Center, Advanced Warnings, Encryption	Some data region selection, but fewer AU controls	Good for microbusinesses and startups
AWS	Identity & Access Management, Encryption, SIEM tools	Services can be region-locked (inc. Sydney region)	Great for cloud-native apps, needs expert setup

Best Practices for Ongoing Data Security

Conduct regular security audits and penetration testing at least annually.
Review access logs and monitor for signs of data exfiltration.
Enforce company policies on device usage and removable media.
Segment your network don’t let sensitive systems mix with guest or public access.
Work with a security-focused MSP or IT partner like Otto IT to keep up with threats and remediation.

Conclusion: Start Where You Are, Improve What You Can

Improving your company’s data security is about taking realistic, actionable steps, no business is ever 100% risk-free. By starting with strong basics (MFA, user awareness, backups, and patching) and layering in compliance-specific controls, you can lower your risk and show customers and regulators you take their data seriously. If you need guidance implementing any of the measures above, Otto IT’s Australian cybersecurity experts are here to help, from health checks and training to end-to-end managed security. Contact Otto IT for a security review that suits your business needs.