As long as cybercriminals exist and cybersecurity attacks continue, it is not certain that data breaches will end anytime soon.
As a project manager, you worry about the security of your project management software. You also question the vulnerability of your data and wonder if the efforts of your IT department are sufficient.
To ease your concerns, we have created this guide to enhance your project management software security. Keep reading to ensure your data remains well-protected.
Are Project Management Software Secure?
Security levels vary between tools, but most project management software offers cybersecurity features to minimize vulnerabilities.
Here are a few examples:
- HubSpot’s security program focuses on safeguarding customer data and maintaining trust through a defense-in-depth approach. They continually refine security controls based on compliance, industry best practices (such as OWASP Top 10 and CIS Critical Security Controls), and threat intelligence.
- Asana is trusted by over 100,000 innovative companies to keep their data secure. Its trust page details privacy controls and data governance and provides a comprehensive overview of their security practices and features.
- Wrike provides a detailed security document outlining its comprehensive security measures. This includes everything from server security to how personnel manage secure data.
If you’re using another project management tool, ensure they have an up-to-date security page to understand your data’s safety and compliance with privacy laws.
Also, bear in mind that your own network security matters. It significantly impacts the overall security of your software, complementing the security features provided by the software itself.
Project Management Software Security Features
When evaluating project management software, examine the company’s security standards and available features. Ensure the tool’s practices meet your specific needs.
Common security features include:
Two-Factor Authentication
Two-factor authentication (2FA) enhances security by requiring users to log in with a password and a secondary authentication method, such as a code sent to their email or phone, or an authenticator app. Some software also offers multi-factor authentication options.
Single Sign-On (SSO)
Single sign-on (SSO) is ideal for larger companies or enterprises. It allows users to log in with the same username and password used for their company email or other applications, streamlining access and improving security.
Role-Based Permissions
Role-based permissions control access based on a user’s role within the system. This restricts project and data access to authorized users only. Unauthorized users attempting access will receive a denial notice. Setting this up requires time and oversight but ensures peace of mind.
Regular Software Updates and Patches
Patches are updates for software and operating systems (OS) that address security vulnerabilities. Vendors release these updates not only to fix performance issues but also to enhance security features.
Privacy Policy
A solid, regularly updated privacy policy is essential. It ensures compliance with evolving laws and best practices, like European GDPR and various state laws. Verify that your project management software stays current with these changes to maintain data security and compliance.
While securing sensitive data is crucial in any industry, it’s especially vital in regulated sectors like healthcare, pharmaceuticals, finance, and insurance. These industries have stricter compliance requirements, making data protection a top priority.
7 Tips to Safeguard Data in Project Management Software
In addition to utilizing the built-in security features of project management software, consider these additional measures. Implementing these steps will help ensure your project data remains safe and secure while reducing vulnerabilities.
1. Choose a reputable software provider
The first step to securing your project management software is to choose a reputable provider with reliable features and support. Look for providers with a proven track record in security, compliance, and customer satisfaction.
Check their security policies, certifications, and reviews. Avoid providers with frequent outages, breaches, or complaints.
2. Use strong passwords and encryption
The second step is to use strong passwords and encryption. Choose passwords that are long, complex, and unique for each account. Change them regularly and use a password manager to store them safely.
Encrypt your data in transit and at rest with secure protocols and algorithms. Use a VPN or a secure network to access your project management software.
3. Manage access and permissions
The next step is to manage access and permissions for users and devices. Limit access to only those who need it and assign roles based on responsibilities. Regularly review and update access, revoking it when users leave or change roles.
Use multi-factor authentication and device management to prevent unauthorized access. This ensures that only authorized users can access your project management software, enhancing security.
4. Backup your data and update your software
To secure your project management software, regularly back up your data to a secure cloud or external storage and test these backups for integrity. Update your software to the latest version, applying patches and fixes promptly. These updates prevent vulnerabilities and bugs that could compromise security.
5. Educate and train your team
Educate and train your team on project management software security best practices and policies. Ensure they understand the risks and consequences of security breaches and the importance of following security guidelines.
Provide resources and tools to help protect their accounts and data. Conduct regular security audits and tests, and reward good behavior and incident reporting.
6. Avoid giving clients direct access to your PM tool
The fewer people with access, the more secure your software will be. Consider project management tools with read-only views or role-based access for clients or stakeholders. This way, they can only see relevant project plans and information without needing their own login.
This setup lets the team work efficiently without clients interfering in the project plan. Clients can still view project progress and upcoming tasks in the timeline.
7. Monitor and respond to security incidents
To ensure your project management software is secure, monitor and respond to incidents promptly and effectively. Use security tools like antivirus, firewalls, and intrusion detection systems to detect and prevent threats.
Monitor your software for unusual activity, such as login attempts, data changes, or performance issues. Respond to incidents by isolating, containing, and resolving them and notifying the relevant parties.
Keep Your PM Software Highly Secured
Don’t handle your project management software security lightly. Adhere to these security tips to secure your software from cyber threats and online vulnerabilities.