If your company has decided to utilize an online project management application, it is vital to ensure that your data will be protected. For companies that deal with sensitive client data, or have proprietary information stored on a site that is not their own, the risks are even higher when you cannot provide your own IT security. Before you begin adding your files to an online project management application, it is important to make sure that the environment is safe.
Here are some questions to ask the companies that manufacture online project management applications.
- Do they provide a SSL connection to the project management area? Commonly, this is a feature that is available with advanced accounts. If your data is particularly sensitive, the entire project management application should be accessible through SSL. Be wary of services that only secure the login page, and leave everything else unsecured.
- How do they secure their servers where your data will be stored? In addition to the risks that you face when submitting sensitive data online, it is also important to make sure that the server where your files will be stored is safe. Ask about any firewall protection they are using and what kind of contingency plans they have in place to protect your data.
- Do they provide backup services in the event of a server failure? This is something that many project managers overlook when it comes to online project management applications. Unless you are downloading the progress that has been made in the application every night, there is a chance that you may lose that data. If an application does not have a back up service, it is best to find another one.
- How secure are the RSS feeds, and can these be turned off if necessary? Several online project management applications offer updates and tracking information through RSS feeds. This can be troublesome in many instances, particularly if sensitive data will be added to that feed. If they do not provide you with a way to secure that RSS feed, you will need to have that feature turned off. Even if no one on your team is using the feed, it is still running in the background.
- How do they prevent unauthorized logins? If you have several team members that are collaborating online, there are that many more chances that password or login information could be shared. While it is important to instruct your team on proper handling of their login information, you should also make sure that the online project management application has built in authentication measures and IP tracking.
Whenever you decide to use a third party application for project management, there are risks involved. However, with the right questions, and the right service, you can limit these risks. If all else fails, you may want to consider installing your own custom project management software on your company’s servers for added IT security.