Data loss and breaches are a challenge that is presented in various spheres, businesses, and niches. The construction industry is not an exception to issues related to corporate information. There are many figures in reports, estimates, and budget plans. Additionally, contractor and subcontractor data contain insights on suppliers, partners, and other data entries.
That is why more and more contractors and subcontractors are willing to automate most operations related to data processing, sharing, and storage of information. There are many digital-friendly approaches to take into account. For example, bid estimating software (click here) is the best way to switch from paper reports and numerous manual calculations, financial forecasts, and budget planning to paperless ones.
The same story is about data stored in the cloud. All cloud-based systems are absolutely safe and convenient in the context of round-the-clock remote access to spreadsheets and other documents, available commenting and suggestion options, and data processing in general. But there are other hacks and recommendations for contractors and subcontractors if they would like to make their workflows and corporate information safer and well-managed.
Tips and Hacks for Contractors and Subcontractors to Protect and Manage Data Well
According to the latest statistics, the number of ransomware, data breaches, and other hacking affairs is ever-growing. That is why improved cybersecurity is a half battle for representatives of the construction sector. You will be able to protect your sensitive data entries and avoid the loss of information that is essential for your business.
Let’s take a closer look at these approaches for your risk-free performance. You can use all of them at once or select several tips and hacks for your business:
- VPN and secure private networks – remember that most operations with cloud-based tools are undertaken online. That is why your Internet connection should be secure. Use private networks to avoid hackers and other cybersecurity risks.
- Encryption – there are many powerful devices and systems that use encryption methods to protect all sensitive data entries from hackers. Take a closer look at two common encryption tactics that are used in construction and other sectors by contractors and subcontractors. They are symmetric and asymmetric encryption methods.
- Strong passwords – it is better to generate powerful passwords made of 8 symbols at least. Do not use only letters or only numbers. Mix various characters including lowercase and uppercase letters. This way hackers will hardly unveil your password.
- Two-factor authentication – use this method to protect your data from risky access. The user who will get access to your corporate information has to confirm the login identity and enter a one-time code that can be sent to the pocket screen or email address.
- Document management systems – do not forget about DMS not only for present-day insights and actual data entries. Manage your archives and historical data that you require from time to time for more accurate estimates, risk management strategies, and other research or analytics. It goes without saying that historical data matters when it comes to decision-making. But it is useless to store paper archives if you can make them paperless and digital. This way you can archive any of your corporate data safely via cloud systems and DMS.
Building information modeling (BIM)
– When managing your data, you can use building information modeling (BIM). This software can help you track all aspects of a project, from construction to design and beyond.
– Stay organized. Keep your files in order and your data easily accessible. This will save you time and frustration down the line.
– Back up your data regularly. You never know when something might happen to your computer or device, so it’s important to have a backup plan.
Construction project management software (CPM)
Construction project management software (CPM) is a must for construction contractors and subcontractors. Data management is a huge part of construction, and CPM software helps manage that data. There are a number of CPM software programs on the market, so it’s important to choose one that fits your needs.
There are a number of data management hacks that can make your life easier when using CPM software. Here are a few:
- Use filters to find the information you need quickly and easily.
- The ‘Edit’ function can make changes to data without having to re-enter it all.
- ‘History’ function to keep track of changes made to data over time.
- Use the ‘Export’ function to share data with other stakeholders in a format that is easy to understand and use.
- Use the ‘Report’ function to generate reports on data for analysis and decision-making purposes.
Integrated construction management software (ICMS)
There are many benefits to using an ICMS for construction contractors and subcontractors. By integrating all aspects of construction management into one software system, businesses can save time and money while improving communication and collaboration.
An ICMS can help businesses track and manage every aspect of a construction project from start to finish. This includes project management, scheduling, budgeting, documentation, and more. By having everything in one place, businesses can avoid the wasted time and money that comes with managing construction projects manually.
In addition, an ICMS can improve communication and collaboration between construction professionals. By sharing information and updates in one central location, team members can stay up-to-date on the latest developments. This can help prevent errors and delays caused by miscommunication.
If you’re looking for a way to improve your construction business, an ICMS is worth considering. Integrated construction management software can save you time and money while improving communication and collaboration.
Remember that this list of recommendations for better management of contractor and subcontractor data is not limited to the above-described items. You should remember the necessity of regular backups and the installation of security software. Additionally, try to train your staff to use all the tools and new technologies for data processing, sharing, and storage timely. Arrange workshops, onboarding events, meetings, and modules for your team members.
Finally, do not forget about the management of data access policies and permissions. Tell your staff about required authorization practices and all the levels of your data security established in the company. Be transparent with your workers but ask them to follow all the regulations. Explain to your team members that everything starts with risk-free workflows and secure data entries.