Data Security in Microsoft CRM

     Microsoft CRM software allows you to maintain all vital information about your customers, partners, vendors, and even employees.  Some, if not most, of this information can be confidential or sensitive.  The benefit of effectively using Microsoft CRM is phenomenal, however, without proper planning there can also be drawbacks.

    One major concern is ensuring the security of the information to prevent it from getting damaged or into the wrong hands.  For example, inexperienced workers may damage the data by accidental deletion or corrupt the integrity of the system by incorrect data input, while a disgruntled employee may purposefully damage company data. 

    The following are some items to keep in mind to ensure proper data security within Microsoft CRM.

Require that all users use “strong” passwords for their account logins.

When setting up Microsoft CRM, divide your organization into business units that match the organizational structure. This makes it easier to restrict access based on roles.

Assign all users with roles with the minimum access levels and access rights required for them to do their jobs.  Do not create user accounts that multiple employees would use.

If a user needs additional access levels or rights, create a new role with those specific privileges and add the user to the new role. Don't grant the original role additional privileges that are needed only by one or a few members.

When appropriate, use sharing to give specific users, specific rights on individual objects, rather than broader privileges on all objects of a given type.

Use teams to create cross-functional groups, so that specific objects can be shared with the team.

Train users who have sharing access rights to share the minimum information needed.


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