Your staff and fraud
The more you and your staff know about fraud, the safer your business will be. This guide is a great place to start.
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If you use computers and other devices at work then you need to protect them against fraud.
Write out a simple fraud policy that your staff can follow. It should cover things like:
- Usage - How work devices should be used.
- Downloads - When it’s safe or not to download, and how to do it.
- Links - When it’s safe or not to click on a link.
To back-up your policy, your devices need to have the latest software so they’re safe to use. Each device should have:
- Anti-fraud software - Install web or email filtering. You can also restrict the use of memory sticks and have risk alerts when using work devices.
- Anti-virus software - Make sure all your devices are protected with up-to-date software.
The last thing you need is to use strong passwords for devices and accounts.
Pick three random words that aren’t personal to you or the business. You can also use numbers, as long as they’re not in order, like 1234.
Only you and your staff should know a password.
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Members of staff can commit fraud. But you can take these steps to help reduce this problem.
Use checks when hiring staff
Keep your hiring process up to date.
Use proper background checks for any new staff that join.
Have a data security policy
Regularly check who can use your systems and view important or sensitive data.
You could have senior staff oversee any important actions.
Double-check all payments
Have at least one member of staff check and approve every payment that needs to be made.
Allow problems to be reported
Let your staff know they can report any wrongdoing at work in confidence, without fear of losing their job.
This is often known as ‘whistleblowing’.
Have zero tolerance for fraud
Think about how you want to deal with fraud at work.
Your business should have zero tolerance for it.
Make it clear to all your staff that this is the case.
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Bank of Scotland will never ask you to:
- Share account details like user ID, password and memorable information.
- Tell us the security number for Telephone Banking.
- Tell us the PIN code or expiry date of your business bank card.
- Move money to another account.