Top 10 Data Security Best Practices for Remote Workers

Remote and hybrid work policies are a great way to build and retain a team of highly skilled professionals. But if you don't follow data security best practices, a remote workforce can also expose your organization to cybersecurity issues.

When your team works in one physical office — and uses the same file server, network, and internet connection — you can control access to computers, documents, and networks. But remote teams have to share files across different computer networks and often use personal devices. This improves agility and productivity, but also complicates the threat landscape.

To mitigate these problems, business owners and managers can employ data security practices that reduce risk and make remote work a safer option for everyone.

Top 10 remote data security practices

These practices help remote teams safeguard sensitive data and minimize security threats.

1. Implement basic cybersecurity hygiene

Taking just a few basic steps and following some simple data security measures can drastically improve your security. Here are some easy-to-implement security controls your team should review:

• Keep software up to date. Enabling automatic updates to operating systems and individual software programs can help keep remote team members' devices secured against ever-evolving cyber threats.
• Scan devices for viruses and malware. Using reputable antivirus and anti-malware programs can offer an additional line of defense on devices that are kept secure and up to date.
• Secure hardware when not in use. Make sure your remote team members know not to leave their work laptops or phones, even if they're using personal devices, unattended in public places like coworking spaces or coffee shops.
• Avoid clicking unfamiliar links, including those from unknown senders. Email applications like Gmail and Outlook filter out spam emails, but you should never click on a link or attachment from an unknown sender.
• Only connect to known Wi-Fi networks. Bad actors can easily create public wireless internet networks that appear to be valid, but actually expose users to risk.
• Turn on a VPN for remote connections. The use of virtual private networks, or VPNs, can add an extra layer of security when remote team members' computers connect to company systems.
• Encrypt data in-transit and on-premises. Encourage employees to use built-in encryption tools and encrypted communication channels so sensitive information stays protected even if a device is lost, stolen, or intercepted.

If your company handles personally identifiable information (PII), you may also need to follow additional security solutions that help you secure data and avoid security threats and breaches in accordance with privacy regulations like the GDPR.

2. Secure home and remote office networks

In addition to only accessing known Wi-Fi networks, you'll want to make sure that those networks are secure. Securing internet connections is one of the more impactful steps you and your team can take to improve cybersecurity while working remotely. 

The following measures make it harder for unauthorized users to access a network, reducing the likelihood of a breach, attack, or data leak:

• Use strong, regularly updated passwords. Create unique router passwords and change them on a consistent schedule.
• Set a custom SSID. Rename the default network name to something unique so attackers can't identify your router model.
• Limit network access to authorized users. Ensure only approved individuals can connect, and require an access password for each user.
• Enable WPA3 data encryption. Turn on WPA3-level security to protect information sent and received on the network.
• Activate router or modem firewalls. Use built-in firewall protection to block unauthorized access attempts.
• Keep router firmware up to date. Install updates quickly to patch security vulnerabilities.
• Use separate networks for work devices. Create a guest or secondary network so personal devices don't share the same connection as work equipment.
• Disable remote management features. Turn off remote administrative access unless absolutely necessary.
• Position routers in secure locations. Keep devices in central, interior areas of the home to prevent signal spillover outside.
• Avoid unsecured public Wi-Fi. Coffee shops, airports, and libraries rarely meet security standards and can expose you to data privacy issues, malware, and man-in-the-middle attacks.
• Reconsider bring-your-own-device (BYOD) policies. Each person who works with your company remotely should commit to only using their computer to access work documentation when on a secure network. 

3. Manage sensitive data carefully

When granting access to networks and documents, follow the principle of least privilege. This approach focuses on only giving users the minimum level of access or information needed to carry out a job, and can reduce exposure to sensitive information. 

To manage sensitive data more securely, you should also:

• Use role-based access controls. Assign permissions based on job function or project needs rather than giving broad, company-wide access.  For example, a content marketer working for a health insurance company shouldn't need access to sensitive patient information that's protected under HIPAA. 
• Restrict access to regulated or confidential data. Ensure only authorized team members can view protected records such as health care data or financial information.
• Review user permissions regularly. Audit access levels on a routine schedule to confirm they still match each person's responsibilities.
• Revoke access promptly when roles change. Remove or adjust system permissions if someone changes teams, no longer needs certain tools, or leaves the company.
• Segment systems and networks. Separate sensitive databases or protected networks from general-use systems to limit accidental exposure.
• Use unique credentials for each team member. Avoid shared logins so you can track activity and identify potential breaches more accurately.
• Monitor for unusual access behavior. Use trusted security tools to watch for login attempts or data requests that fall outside someone's typical role.

4. Keep communication secure

Connecting to a secure network and granting role-based permissions won't be enough if you're talking about your work or sharing files through insecure channels. Rather than allowing remote team members to access documents and send work messages through personal email accounts and phones, consider equipping your team with secure, company-issued phones.

If that's not an option, or you have committed to a BYOD policy, you can still improve the security of your work communications using these tips:

• Assign company email addresses. Give every team member an official work email so communication stays inside your controlled environment.
• Adopt encrypted messaging apps for sensitive discussions. Use secure communication tools like Signal when you need additional layers of protection for confidential conversations.
• Keep work communication on company-approved platforms. Centralize collaboration in tools like Slack so you can manage permissions, archives, and security settings.
• Share files only through authorized channels. Use secure options such as a corporate Google Drive account to track permissions and prevent unauthorized downloads. This helps ensure data doesn't fall into the wrong hands.
• Communicate with independent talent through vetted platforms. Use systems like Upwork Messages to maintain a controlled record of project discussions and keep files in monitored, approved spaces.

5. Develop a strong password policy

You can reduce the risk of unauthorized access by making sure every device, app, and platform used for remote work is protected with secure, regularly updated passwords. A strong password policy keeps your systems safer and creates consistent expectations across your team. 

Use these tips to create and uphold an effective policy:

• Set minimum password length and complexity. Configure issued hardware so that team members must create strong passwords that meet your security standards.
• Enforce password protection in BYOD setups. Require team members to enter secure passwords before accessing company apps, email, or sensitive platforms on personal devices.
• Provide a company-approved password manager. Use tools like Dashlane, 1Password, or Proton Pass to help everyone create, store, and update strong passwords safely.

6. Enforce multi-factor authentication (MFA)

Multi-factor authentication (sometimes called two-factor authentication) is also a good idea. As the name suggests, it's a multi-step process that adds an extra layer of security to password-protected accounts and devices.

MFA can be set up in a few ways.

The first step is always to sign into an app or device with a password. After that, the user is triggered to complete another form of login verification. This might look like:

• Receiving a code or clicking on a link sent via text message or email
• Clicking a notification in a corresponding mobile app, if trying to log in on a computer
• Pressing a button on a connected device, like a smartwatch
• Entering a code generated by a designated authenticator app
• Providing biometric data, like a fingerprint
• Inserting or tapping a physical authentication device like the YubiKey

Note that using an authenticator app, biometric verification, or a physical authentication device is typically more secure than sending verification codes via text message. This is because a phone's SIM card can be stolen, copied, or otherwise interfered with, placing the verification code in the hands of a bad actor and opening up the possibility of a data breach or cyberattack.

If you're issuing hardware to your team members, adding a physical authentication device to each package is simple. If you're working with BYOD usage or independent teams, then consider requiring the use of an app like Google Authenticator or Microsoft Authenticator.

7. Regularly back up data

You can minimize downtime and prevent data loss by creating a reliable data storage and backup system for both cloud-based files and device-level information. Even if your devices are physically secure and protected with strong cybersecurity measures, hardware failures, breaches, or accidental deletions can still cause disruptions. 

These tips can help you keep your information safe and easy to restore when needed:

• Store essential documents in secure cloud services. Use tools like Google Workspace so you can access files from any device if your primary computer fails.
• Back up device settings and app data. Save configurations, contacts, and application preferences so replacement devices can be set up quickly.
• Use built-in backup tools. Take advantage of cloud providers like Apple's iCloud or Microsoft's OneDrive data backups to automatically store important organization data.
• Maintain copies on encrypted external drives. Keep physical backups for critical information in case cloud services become temporarily unavailable.
• Schedule automatic backups. Set your devices or backup tools to run on a consistent schedule so you never miss a cycle.
• Use enterprise-level backup solutions when needed. Consider third-party systems that protect full corporate networks, websites, and large data repositories.
• Test your backups regularly. Confirm that restored files work correctly and that your team knows how to retrieve data and perform decryption during an emergency.

8. Conduct training on social engineering tactics

Sometimes, if a bad actor wants to gain access to company systems, they'll do so by contacting a member of your team. This is a form of social engineering, and the goal is to create a relationship that grants access to company information, files, or systems.

The person seeking access attempts to establish trust, either through a series of communications purporting to be about a business matter or by posing as someone who is automatically deemed as "trustworthy," like a member of your HR or IT team.

The team member who's become a target may trust this person and consequently fall victim to scams like:

• Phishing. The use of fake links, phone calls, text messages, and other communications to gain system access.
• Baiting. Sharing malware and viruses through email attachments and other files.
• DNS spoofing. Bad actors taking control of browser traffic to reroute activity.
• Scareware. For example, a ransomware program that brings up a message demanding payment for access to computer systems.

This, along with the fact that real trusted contacts can have their own accounts compromised by hackers, makes it doubly important to:

• Assess the risk of files and links before opening them. Avoid clicking anything that looks unusual or out of place, even if it appears to come from a trusted email address.
• Read email and web addresses carefully. Watch for small character changes that mimic real domains, such as swapping an "m" for an "rn."
• Share only essential information. Limit what you provide to external collaborators, prospects, or vendors, keeping access on a need-to-know basis.
• Verify unexpected requests. Confirm any out-of-the-ordinary message that appears to come from a team member or partner.
• Double-check unfamiliar senders. Make sure you know the person's role or relationship, whether they're a colleague, vendor, or customer, before responding.
• Escalate questionable data requests. Bring concerns to leadership or your security team to verify whether the information should be shared.
• Perform data classification before sharing information. Determine whether the data is public, internal, confidential, or restricted, and use the appropriate handling rules to prevent accidental exposure.

The people carrying out social engineering attacks are relying on their victims being too intimidated, confused, or embarrassed to ask for help, so don't hesitate to confer with a trusted professional if you're dealing with suspicious activity.

9. Stay informed about security trends

Unfortunately, social engineering and other forms of cybersecurity attacks are continuously evolving. Scammers are always looking for new ways to breach systems, gain access to organization or personal data, and leverage emotions like trust or fear to compromise security. 

To stay informed, you should:

• Follow trusted cybersecurity organizations. Keep an eye on updates from groups like CISA, NIST, or reputable security blogs and newsletters.
• Share relevant alerts with your team. Distribute important updates or threat warnings so everyone knows what to watch for.
• Hold regular security awareness sessions. Schedule short training refreshers to cover new scams, attack patterns, and best practices.
• Review and update internal policies. Adjust your security guidelines as new risks emerge, as tools and technologies evolve, and as regulatory compliance needs change.
• Encourage employees to report concerns. Create an easy process for your team to flag suspicious messages, device issues, or unusual system behavior.
• Assign someone to monitor security developments. Designate a team member or partner to track trends and bring forward insights that may affect your operations.

Security companies like Proton and McAfee also maintain resource libraries that can provide valuable information to help you learn more about cybersecurity trends and best practices.

10. Seek professional security help when needed

Cybercrime is something that many people deal with, so don't be afraid to ask a trusted cybersecurity professional for help setting up your systems, evaluating risk, and rectifying breaches.

Upwork can help you connect with: 

• Internet and network security specialists
• Cybersecurity companies 
• Data protection service providers

These pros have experience working with companies of all sizes, across different industries. You can connect with specialists who have the background and skills you need to develop incident response plans, strengthen your data encryption algorithms, and enhance your security policies and strategies.

Build a secure remote team with Upwork

Upwork also makes building a remote team easy. While you'll still need to focus on keeping your files, communications, and systems secure as we've discussed, our platform makes it simple to:

• Find and hire skilled independent professionals
• Keep messages centralized and organized
• Share files related to projects (versus granting broad internal systems access)
• Securely pay professionals you work with
• Collaborate with internal and remote team members on projects
• Build a network of professionals you and your colleagues trust

All you need is an Upwork account to get started. Sign up today to begin building your remote team, including cybersecurity professionals to help you improve your security posture.

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Upwork is not affiliated with and does not sponsor or endorse any of the tools or services discussed in this article. These tools and services are provided only as potential options, and each reader and company should take the time needed to adequately analyze and determine the tools or services that would best fit their specific needs and situation.