Data Security and IT Outsourcing: How to Keep Your Data Safe

Have you thought about how outsourcing your IT projects could affect your data security? Many businesses feel concerned about this, and that's completely normal! Here's the reality: outsourcing does come with its risks, but security problems can happen whether you're working with outside partners or depending on your own team.

If you’re considering outsourcing your IT project but not sure how to keep your data safe in the process, know that, with the right approach and right strategies, you can have a safe and successful outcome. 

In this guide, we will go through the top risks when it comes to IT outsourcing, share data security best practices, along with tips on how to choose the right partners.

Top Security Risks in IT Outsourcing

Outsourcing can be a great way to work with the best professionals while saving time and costs. More and more businesses choose to collaborate with external teams on different IT projects thanks to all the benefits this strategy offers: access to global talent, quick team expansion, and cost savings. While these benefits are good, businesses should be aware of the security risks that come with IT outsourcing.

A major worry about IT outsourcing is that sensitive data might be accessed without permission. This means that if you share data with your outside team, someone unauthorized could access it. This can happen if your outsourcing partner doesn’t have strong security measures in place. 

Another important risk is the possibility of a data breach. Sometimes, even the most trusted companies can be victims of cyberattacks, and, if their systems are not protected very well, this can result in serious issues such as financial losses or even legal problems. 

You also need to think about the communication channels you use with your outsourcing team. Weak data transmission protocols can expose sensitive data when it’s being shared between you and your team. If the channels you use for communication aren’t properly encrypted, they become easy targets for cybercriminals. 

From what we've seen as an outsourcing company, the biggest risks aren't always from outside threats. Honestly, it’s often simple mistakes — like an employee accidentally sharing sensitive information.

Lastly, you might want to be cautious about picking an outsourcing provider that doesn’t put security at the top of their priority list. Without strong security policies, your data might be left vulnerable and more open to threats.

Before kicking off your IT outsourcing project and picking the right team, take time to properly understand these risks. It’ll help you stay prepared and handle them smoothly.

Best Practices for Keeping Data Safe

Security and protecting your data should always be a top priority when working with an external outsourcing partner. Outsourcing involves sharing sensitive information with an outside team, possibly from a different country—so taking the steps to keep your data safe is super important. But how can you do that, and where to start? 

First, at the beginning of your collaboration, go through all the data that will be shared and the data that will remain confidential. You don’t need to share absolutely everything with your external partner, so limiting access to only what’s necessary will help reduce the chances of data exposure. 

Having a solid contract that outlines all the security protocols throughout your collaboration is also very helpful. It also helps both parties understand their responsibilities when it comes to protecting sensitive information. 

Encryption is another must-have. Doesn’t matter if data is being stored or transferred, encryption adds an extra layer of security. Multi-factor authentication (MFA) helps you control who can access your systems. 

When working with your external team, ongoing monitoring can also help keep your data safe. You can keep an eye on data access and any system activity to catch any issues early. Another good practice is keeping your security protocols updated to protect you from evolving threats. 

And last but not least, don’t underestimate having a strong working relationship with your outsourcing partner. When you can communicate openly, and there’s mutual trust, building a trusted and secure partnership will be much easier. 

How to Choose a Secure Outsourcing Partner

When you're looking for the perfect outsourcing partner for your project, there are a few things to think about beyond just their expertise. Picking a team you can trust with your business and data is just as important as finding one with the right skills. Security should be one of your top priorities in your decision-making process.

To make sure you’re choosing a secure outsourcing partner, take a look at the team’s track record. Client testimonials, reviews, and case studies can give you plenty of information about the company’s reputation and collaboration style. 

Also, don’t be afraid to ask detailed questions about the outsourcing company’s security measures. Find out whether they follow international security standards like ISO 27001 and what exact measures they take to keep your data safe. A good and secure outsourcing partner will be transparent and answer any questions or concerns you might have. 

Ask about how they control data access. Do they use strong security measures like encryption or multi-factor authentication? If they do, that’s a sign they take data security seriously.

Legal agreements are another key point. In your contract, make sure to cover all the security responsibilities, data privacy rules, and what happens in the case of a breach. 

Tools to Keep Your Data Safe

Outsourcing IT projects or working with remote teams? There are plenty of tools out there to help keep your data secure.

First off, you really need to make sure you have encryption in place. It guarantees that only the right individuals have access to sensitive information. A good example is BitLocker, which encrypts your entire hard drive. That way, even if someone gets unauthorized access, they won’t be able to read your data.

Another useful tool is multi-factor authentication (MFA). It includes an extra security step, where you first enter your password and then confirm it with a code sent to your phone or email. Google Authenticator or Duo Security are popular tools that help set this up easily.

Make sure to use secure file-sharing tools to keep your data safe at all times! You will need a secure platform to exchange sensitive information between you and your team. Choose one that lets you control who sees what and offers end-to-end encryption. Ever shared a file and wondered if it might end up in the wrong hands? Platforms like Dropbox Business and Google Drive make it super easy to control who can access your stuff — and they’ve got encryption to keep things safe.  But if you're looking for extra security, Tresorit is an ideal choice since it really prioritizes privacy.

Don’t forget about regular updates and security checks throughout your systems. It helps keep everything protected from security threats. Tools like Nessus or Qualys can help you spot security weaknesses in your systems. Plus, keeping your antivirus software updated (like Norton 360 or McAfee) will help protect you from any harmful software.

Conclusion

Working with outsourcing teams offers a ton of advantages: cost savings, access to professionals in fields you might not find in-house, and flexible engagement models. 

But having a team by your side that takes data security seriously can make a big difference. Every day, new security threats pop up, so it’s really important for you to stay prepared and protected. Pick a team that really values that, and don’t forget to use tools and technologies to keep your data secure, such as encryption or multi-factor authentication.

Remember, planning ahead and taking action is important. When you have good security in place, you can focus on moving your project ahead and achieving your goals.