When information technology revolutionized the way we work, it also changed where we work. With instant access to information and an array of communication options, there’s been a huge increase in the number of people now working from their homes. And with that, a whole new set of issues.
Fred Watkin, CPA, CA, a Chartered Professional Accountant in Brampton, says that while working from home can often feel less formal, the responsibilities for safeguarding information – whether it belongs to clients, employees or even our own – is anything but casual. Fortunately, the technology that has created the problem in the first place can also help resolve it. Here are some of Watkin’s tips for working from home safely, and using technology to keep your business and information secure.
Protect your computer – With an assortment of rigorous anti-virus and automatic back-up products available, there is no excuse for not properly protecting your computer and any client information stored there. Watkin says there are programs that can effectively block a large number of invasion attempts, and some can even track where the attempts to shanghai your system come from. Other tools will automatically save a copy of your work on a daily basis either onsite or online, so even a hard-drive crash won’t leave you stranded.
Minimize the chances for error – Remember Watson, the IBM computer that beat the Jeopardy champions by a landslide? It could interpret the verbal questions, retrieve the answers and then voice them back in seconds. New products such as digital voice recorders let you focus on your clients while it takes the notes. Then the software can convert the auditory signals into print, right on the screen. Less duplication means less chance for loss or mistakes.
Use the right, safe software for the job – Whether you work with numbers, credit card transactions, inventory or confidential records, there is almost certainly a software program that has already been configured to manage it, and do it well. These can alert you to hazards, help you harvest data safely and automatically do all the recordkeeping you need for taxes, invoices, receipts and more.
Scan your paperwork – One of the best investments he ever made, Watkin says, was a small portable scanner with software that can recognize and then interpret numbers on documents. It even categorizes receipts! Paper records can easily be stored, accessed and then transferred to other documents, like spreadsheets. A big and much safer improvement on the “wallet-based” filing system, scanners can greatly contribute to the development of a paperless environment.
Rent a room – Working safely from home also means knowing when not to. Anyone who has face-to-face dealings with clients – especially the public – should seriously consider doing so away from home. Meet customers and other contacts at a local restaurant, coffee spot or even at their offices. Larger urban centres often have office spaces or meeting facilities that can be rented for short periods for very reasonable prices.
Invest in a Post Office Box – For a few dollars a month, a post office box offers security for mail and packages relating to your work or business. It eliminates the need to publicize your home address, and even provides a safe, temporary holding service for cheques, documents and packages that you must sign for.
Separate work and home – Family issues, space, security and simple control over your time and accessibility are all things home-based workers must address. Having a discreet space where work is done and keeping it separate from home activities can be a challenge. Watkin recommends that most entrepreneurs and small-business start-ups reduce the risk by moving to a dedicated business premises as soon as they can.
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