Data protection - how ERP systems support this

Switzerland is an attractive target for hackers. This is true not only for corporations, but especially for small and medium-sized enterprises (SMEs). Last summer, for example, saw an increase in the number of attacks that infiltrate entire corporate networks and encrypt data. Companies are often not prepared for such attacks - partly because little is invested in computer security. Yet a company's own data is the most important asset in the digital transformation.

Companies that protect themselves often rely on standard measures such as the use of protection software (firewall and antivirus programs), the implementation of security updates and employee training. A useful addition is business software from the cloud.

Cloud as a security factor

Whether it's the Internet of Things, automation or a holistic customer image - data plays a decisive role in almost all digitization trends. This data must be available centrally - ideally in a ERP-system. Due to the high value of information, SMEs should address the question of how they can best protect it from third parties.

One possibility is to change the storage location to the cloud. But this still has to contend with prejudices, especially among smaller companies. This is despite the fact that most cloud ERP manufacturers work with highly qualified IT partners who guarantee high-security data centers in their own country and ensure continuous monitoring and maintenance of the system. In addition to the optimization of data security by the data centers, however, the software manufacturers have also contributed quite a bit to data protection through new modules.

More data security

No business software should compromise on data security - especially not in the cloud. That's why when choosing cloud ERP, for example, it's important to look for vendors that operate in high-availability, geo-redundant data centers. Because these already offer

• the highest standards in damage prevention and access control
• Energy efficiency and climate friendliness
• The continuous monitoring and maintenance of the entire system
• strict access controls, emergency power generators and extinguishing systems
• Continuous backups and automated security updates
• numerous quality certificates
• A high availability

In addition, there is another aspect that plays a major role, especially in times of Corona: Protection against cyber attacks when working on the move. Here, data encryption such as Transport Layer Security (TLS) remedy the situation.

More data protection

When it comes to data protection, the European General Data Protection Regulation (EU GDPR) plays a major role - at least for those companies that export to other European countries. The business software used must provide support in coping with the many different rules. For example, with a deletion concept or the anonymization of data. This involves irretrievably overwriting and deleting customer data. Both help SMEs to revise their data in a few steps in compliance with the law and thus reduce the risk of impending penalties. An anonymization wizard is therefore one of the most important measures in data protection.

In addition, the business software should also support compliance with the retention period. Intelligent programs are able to check both purchase and sales documents as well as contracts to determine whether a data record linked to them still has a valid retention period or not. In addition, it is often possible to specify manually whether deletion is prohibited in principle or whether a warning should only be issued before deletion. This allows the user to decide for himself which retention period is relevant for him.

Conclusion: More security with innovative business software

In the past, data protection and cloud were two different pairs of shoes for some companies. However, as a result of the reduction of prejudices, the optimization of Swiss data centers and the further development of business software, more and more decision-makers are open to the path to the cloud. No wonder, since everything is being done on the part of the data center operators to protect data as the most important asset.

At the same time, there are more and more ERP programs from the cloud that provide new functionality such as anonymization much more quickly and thus simplify or even automate the daily routine of companies. This reduces skepticism and concerns among SMEs and clears the way for optimized data protection.

Author: David Lauchenauer, Managing Director of Myfactory Group, Cloud ERP Manufacturer Myfactory