Data Security

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Data Security Keeping your information safe

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Keeping IT safe in the Cloud

“The volume of public cloud utilisation is growing rapidly, so that inevitably leads to a greater body of sensitive stuff that is potentially at risk,”  Jay Heiser, Vice President and Cloud Security lead at Gartner, Inc.

Gallery use and recommend a range of cost-effective software and systems designed to reduce the risk of breaches to data security. These include the following:

  • Encrypting laptop hard drives so that no one can access data on a device that falls into the wrong hands
  • Enforcing multi-factor authentication on email so that hackers can only get access to your account if they’ve got your password AND your mobile phone
  • Providing password management software so that clients can use very different passwords for all their accounts BUT only have to remember one!
  • Setting up mobile device management so that lost or stolen phones can be wiped remotely

As your network manager, Gallery Partnership will work diligently with you to prevent and resolve any issues, as and when they may arise.

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What could possibly go wrong?

Data security – or a lack of it – is in the news a lot nowadays.

Headline-grabbing cyber attacks, such as the WannaCry ransomware attack on the NHS (which infected over 400,000 computers in 150 countries over the course of a few days), seem to occur at least once a week. And with the General Data Protection Regulation (GDPR) now in force, many organisations are understandably nervous about the security of their data.

Inadequate data security can have a catastrophic impact on organisations. Here are just a few things that can go wrong:

  • Loss or theft of electronic information (documents, files, emails or contacts).
  • Spoofing, that is impersonating you to send emails to clients, staff etc.
  • Malicious activity on your systems, downloading viruses, monitoring emails or encrypting files and demanding money to unlock them.
  • Disgruntled staff or staff not adequately trained on the risks of, for example, clicking on links in unsolicited emails.

Our Approach

  • Mobile device management - Office 365 can be configured to wipe Outlook from a mobile device, or to wipe the device entirely.

So, if you lose your mobile phone or tablet, there’s no need to worry about someone getting their hands on organisational, or personal data. 

If you also want the ability to wipe laptops and Macs remotely, Gallery can use another Microsoft product, Azure, to set that up for you too.

  • Data loss prevention in Office 365

This allows for the creation of policies designed to prevent the accidental sharing of sensitive information.

Would you like to stop credit card numbers being sent in emails, and receive an alert if someone does try to send one? That’s where Office 365 data loss prevention comes in.

  • Rights Management in Microsoft Azure

Protecting information both within your organisation and outside. As with data loss prevention, rights management is based on policies.


  • Creating policies to classify data based on sensitivity
  • Ensuring data classed as ‘confidential’ is not shared externally
  • Sharing documents electronically at the same time as blocking recipients from editing, printing or forwarding
  • Limiting the access rights to a document that you’ve shared to specific time period
  • Receiving alerts if attempts are made to share confidential documents; and see who’s been accessing documents and when.
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Keeping IT safe

  • Hard drive encryption- One of the only data security measures mentioned specifically by the GDPR.

If a computer falls into the wrong hands, any data on an encrypted hard drive is unintelligible to a hacker.

  • Multi-factor authentication in Office 365. Passwords on their own aren’t infallible, especially as people tend to use easily remembered passwords.

Granting access to a system only after a user has input a password AND a numeric code sent to their mobile phone offers an extra layer of protection, making it extremely difficult for cyber criminals to get through.

  • Password management software - a software application that helps users store and organise usernames and passwords.

It overcomes the risk of only using one password and the problem of having to remember long and complex passwords, by storing all your passwords in a highly secure encrypted database.

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Data Security matters!

Data security – or a lack of it – is in the news a lot nowadays.

Headline-grabbing cyber attacks, such as the WannaCry ransomware attack on the NHS (which actually infected over 400,000 computers in 150 countries over the course of a few days), seem to occur at least once a week.

Staff are frequently the biggest risk to an organisation’s data security.

Most of the time, they don’t do this on purpose. But humans are prone to human error!

Leaving laptops in pubs and restaurants at the end of boozy nights out, dropping USB sticks out of their pockets, and sending company credit card details by email all pose potential security risks.

Many people use weak passwords, and the same password, or slight variations on it, almost everywhere.

Robust data protection and security policies, taking steps to ensure staff awareness and vigilance through training will dramatically reduce the risk posed by staff.

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