Five important Software Features To Protect Facility Data

Changing your building to meet the ever-changing needs of technology can leave you open to data breaches and cause downtime. Since 2005, Privacy Rights Clearinghouse says that there have been 9,071 data breaches, and more than 11 billion records have been affected.

Most of these breaches happen in the healthcare industry, but they can happen in any industry, like retail, restaurants, or finance.

For businesses that want to manage facility data across multiple locations, the goal is to use facilities management software that makes it easier to see data and streamline processes without making it more likely that sensitive data will be lost.

Let’s look at 5 important software features that can make this happen:

1. Using the cloud

By using cloud-based FM software, executives and facility management teams can access their systems from anywhere, which is very helpful for managing data and keeping track of what’s going on all the time. This is especially true if a major problem comes up that needs to be fixed right away, like a sudden HVAC unit breakdown.

No matter where they are or what device they’re on, everyone on the facilities team can see details about the work order, like when it was placed and what the current resolution status is. This leads to better collaboration, more efficient processes, and a faster time to resolution.

Cloud systems also make it easier to control user access, which is important when vendors and other third parties use the software to see details about work orders and billing information.

You can separate the software application from internal servers, which stops anyone from getting into internal systems without permission. External users and third parties will be able to share information through the app, but they will never be able to get into your system.

Cloud software also takes care of your system’s maintenance for you, so you don’t have to worry about (or pay for) installing security updates. This helps keep IT departments from having to deal with the same problems over and over again by giving them easier access to the history of issues, errors, and common problems.

2. Methods of backing up

When you’re in charge of the data in a building, you have to always be ready for the worst and know what to do if there’s a breach. If your data is attacked or stolen, having a good way to back it up will be helpful.

Take the case of ransomware attacks. They are happening more and more often, and they can take down important equipment at your facility. This can hurt the customer experience and make it hard for you to do business as usual.

Having technology that automates the process of backing up your data and stores your backups securely in more than one place makes it easy to regain control of your data and equipment without having to pay or use complicated workarounds.

Using automatic data backups and a good organizational plan will help you keep your business running and serve your customers better.

3. Recovery from a disaster

It’s always important to keep your system up and running and to keep its data safe. If a data center or piece of equipment fails, whether it’s because of something you did or the weather, you’ll be working at full speed to get things back up and running.

By putting in place facilities management software with a redundant server, you will have enough space to reroute traffic to your other sites if your power goes out.

For example, if applications and data are spread across multiple Availability Zones, problems with data security caused by a loss of power during a bad winter storm will be less likely to happen.

Chances of a data breach or loss are cut down, and you don’t put your system at risk while it’s being brought back online. It’s going to take everyone pulling together. Facilities management software will help you keep your data safe and protect you from the worst-case scenario.

4. Secret codes

Encrypting your data is a key part of keeping it safe, and it works best when paired with trustworthy technology and infrastructure. We offer 2048-bit encryption using TLS 1.2 as the key exchange method and SSL certificates from Network Solutions that provide strong SSL security.

Using software that improves your ability to encrypt has a lot of benefits. You will help keep service transactions safe by encrypting any information that is used in the operation of your facilities, such as work order submissions, invoice processing, and more.

5. Compliance

If your company doesn’t follow the rules, it could get into financial or legal trouble. Once the information has been put into the system, there needs to be a good chance that it won’t be used, changed, added to, or taken away in a way that wasn’t intended.

This is possible by keeping up with different industry standards that make sure processes, procedures, systems, and controls have been formally evaluated and tested by an independent accounting and auditing firm.

In addition to privacy and confidentiality, if you want to be as compliant as possible, your data needs to be physically protected, it needs to be available to your customers, and there needs to be a plan in place to protect it from water, fire, and temperature.

CloudApper’s facilities management software has been certified as SSAE 18 (SOC 1 Type II) compliant, which is the latest standard that replaced SSAE 16.

Using new technology to move forward

It can be hard to keep track of all the data needed to run a business with multiple locations, and as technology gets better, so do the threats to your data security. Facilities management software can ease your worries about outside threats to your data by making it easier for you to collect and manage data and preventing (or at least lessening the damage of) a data breach.

Request a demo or get in touch with us today to learn more about our facilities management software, its features, and what it can do.

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