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Data Security In Tally.erp 9

By Author: Riyaz Tamboli
Total Articles: 5

Data security can be defined as a set of standards and technologies used to protect data from theft. Administrative controls, physical security, and certain organizational standards together help to safeguard data. It limits unauthorized access ensuring the safety of crucial data.

Destruction of data can be intentional or unintentional. All organizations, be it small or large, handle important data in daily activities. It is the responsibility of the organization to protect company data at all times. The boom in Internet and technological advancements have both positive and negative impacts on the society at large. It has made life easy for us but has introduced different problems that need to have immediate solutions.

Tally software can be used in all types of businesses. It manages company accounting activities, Payroll, inventory etc. Tally.ERP 9 is Tally's product that is GST compliant and manages accounting and compliance. Each and every aspect of the business can be supported by this software. Enabling data security in Tally.ERP 9 is simple and can be done using the following steps:

Step 1 - From the gateway of Tally, navigate to Company Info. Users can press Alt+F3 to open the Company Info menu directly.
Step 2 - Select Alter, or press A. This will open all the companies that have been listed in Tally.
Step 3 - Select the particular company that needs security features to be activated in Tally.
Step 4 - Navigate to Security Control option on the right and select 'Yes'.
Step 5 - Enter the administrator name and password. It is important to remember the password for future use as forgetting it would make the data inaccessible.
Step 6 - Save all changes and reload the company.
Step 7 - Once the user agrees to reload the company, he/she will be asked to enter the User name and password that was entered in step 5.
Step 8 - Enter the correct user name and password get ready to have full control on Tally.

Some companies have included add-ons for data security. Some of them include:

Voucher Type Level Security - It is one of the most popular modules where the administrator can give specific rights to specific users. Rights like some users can create specific voucher type only and few others can only view or alter etc. For example, users from the sales team can create sales vouchers only. Alteration rights can be given to the sales head, but he/she may not be able to create vouchers. The administrator creates users and allocates rights for creation and alteration of vouchers. Only the administrator can make changes to the allocated rights. This feature is helpful in businesses wherein there are more than 3 users with different responsibilities. It helps in achieving accountability.

Audit Trial with Voucher History - This module provides an entire history of a voucher. Users are able to see when it was created, by whom and name of users who made changes to it, along with specific dates. It is a comprehensive report of voucher creation and alteration. The audit trail is used to keep a track of all users who created or altered the voucher at remote locations.

Smart Backup ++ - Business data is crucial to all kinds of industries. It is essential to protect business data and automatically take backups from time to time. The smart Backup ++ feature takes backup of data at frequent intervals. It removes the need for taking manual backups. The software takes backup without keeping Tally on. It compresses files to zip format, carries out manual deletion of unwanted backups, restores log reports for administrators, and is done on a daily basis. It stores data in local or offsite location from where it can be accessed easily.
It is imperative to enable security control while creating a company in Tally. Also, companies should ensure that regular backups of data are being taken from time to time. It is recommended that company data backups should be taken without fail in more than one location.

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