3 Tips for Protecting Your CRM Data

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Most of us will experience some form of privacy breach in our lifetime. Many businesses, especially financial institutions, go to great lengths to protect our personal information with backups, fraud alerts, activity monitors, and other processes that create a consumer safety net.

As a business, you too are protecting your data from external threats. Firewalls, secure servers -- you’re doing whatever it takes to keep your customers' financial and competitive information safe from prying eyes. But there’s another potential threat to confidentiality that you may not have considered.

Confronting Inside Threats

No organization wants to think its employees will betray company secrets but it does happen and when it does, the damage can be as significant as that inflicted by an external hacker.

Sometimes business relationships don’t end on the best of terms, and it’s common to immediately suspend data access as soon as an employee gives notice. It’s also possible that once-trusted individuals aspire to become your competitor. Starting out with your organization’s contacts and industry insights can give them quite a competitive edge.

Dynamics CRM can play a major part in protecting your database from malicious intent and accidental loss, overwriting and corruption. CRM’s robust, built-in security roles can be applied strategically to limit access to company information based on role and level of responsibility.

How Microsoft Dynamics CRM Can Help

There are two strong reasons to selectively control user access to data. The most obvious is for protection: less access and exposure to information means less damage from intentional or accidental activities.

The second reason is to focus employees on the information that pertains to their daily responsibilities. By clearing screens and views of extraneous information and showing only what’s important to a specific role, you can simplify and streamline tasks and improve productivity.

Here are a few tips to get you started as you configure CRM security roles.

  1. Create baseline security roles, which are the minimum necessary permissions and privileges needed by all users. These include the ability to log in and perform basic functions within your CRM system.
  2. Establish functional use teams, which are security-based user profiles that are applied to entire departments or levels of management. Consider that the security permissions for sales reps will be different than those for customer service agents. Creating departmental or functional group profiles makes it easy to add and remove users from these teams, facilitating onboarding and quickly enabling users that move from one team to another.
  3. Determine who in your organization has the ability to delete contacts and/or accounts. This is critical to keeping your Dynamics CRM data secure because it prevents anyone from permanently deleting data, accidentally or purposefully. Many organizations don’t authorize anyone to delete data, including administrators and C-level users. Instead, they only allow accounts and contacts to be deactivated, and only by designated teams or user levels. Deactivating removes data from active views while keeping it in the system for historical reference or reactivation.

A sound security strategy is essential for protecting your Dynamics CRM data and keeping your business running smoothly. To learn more about deploying CRM’s role-based security capabilities, click below to watch our free “Optimizing Security Roles to Protect CRM Data” webinar.


Dynamics CRM Coaching Security Roles Screen
Optimizing Security Roles to Protect CRM Data

by InfoGrow

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