3 Simple Steps Finance Teams Can Take to Protect Client Data

In finance, trust is everything. Clients share some of their most sensitive information with you, financial statements, identification documents, transaction data, and they expect that data to stay secure. But the truth is, breaches often start small: a misplaced file, an outdated access list, or an unencrypted email.

The good news is, you don’t need to overhaul your entire IT system to make meaningful improvements. By taking small, consistent steps, finance teams can significantly reduce risk and protect their reputation.

Here are three practical ways to get started.

1. Encrypt sensitive files - everywhere

Encryption should be the baseline for handling any confidential data. That means protecting files both in transit (when they’re being sent or shared) and at rest (when they’re stored).

• In transit: Always use secure transfer methods such as SFTP, HTTPS, or encrypted email platforms. Avoid sending sensitive attachments over plain email, even internally.

• At rest: Make sure stored files on servers, cloud storage, or local devices are encrypted. Most modern systems (like Microsoft 365 and SharePoint) offer encryption by default — but it’s worth confirming that the feature is enabled and correctly configured.

If you’re unsure where to start, your managed service provider can review your current setup and ensure encryption is consistently applied across systems.

2. Limit access to those who truly need it

Over time, access permissions can quietly spiral out of control, especially in finance teams where files are often shared quickly for collaboration. The result? Former employees, temporary contractors, or even other departments might still have access to confidential client data.

A good approach is to apply the principle of least privilege: only grant access to the specific systems or folders someone needs to do their job.

Set up regular access reviews (quarterly or biannually) and make it part of your offboarding process to immediately remove accounts when someone leaves. Many MSPs, including Maple, can automate these checks to reduce manual work.

3. Review and delete what you no longer need

Old data can become a liability. If you’re holding on to client files long after they’re relevant, you’re increasing your exposure in the event of a breach.

Take time each quarter to review shared folders, cloud drives, and collaboration tools. Delete files that are no longer necessary or archive them securely if they need to be retained for compliance reasons.

This not only strengthens your security posture but also keeps your systems cleaner and easier to manage.

Start small, stay consistent

Data protection doesn’t have to be complicated. The biggest gains often come from simple, regular habits. By focusing on encryption, access control, and data hygiene, finance teams can protect client information without disrupting daily operations.

If you’d like help assessing your current setup or putting these steps into practice, our team at Maple works closely with finance firms across London to build secure, efficient IT environments that support compliance and client trust.

Contact us to talk through your current challenges.