As the business world continues to shift from paper to digital document storage, many business owners are concerned about the implications this might have for the security of their documents.
After all, your files may contain sensitive information about both your company and your clients.
This could include patents, account numbers, and many other important pieces of information that you do not want to fall into the wrong hands.
So, how do you protect your digital documents?
Here are 3 strategies for doing so:
1. Limit File Access
Many people assume that most data breaches occur as a result of hackers or some obscure entity gaining access to company files and information.
However, many breaches actually occur from within the company. If you are storing your files electronically, make sure the location they are stored in is only shared with employees who need access to these files to do their jobs.
It’s also a good idea to make sure all files are protected by a secure password. This usually includes:
- At least 12 characters – this increases the number of possible character combinations, reducing the likelihood that hacking software will be able to guess your password.
- Numbers, symbols, and a mix of upper and lower case letters – Again, these elements increase the number of potential password combinations.
- Isn’t a regular word or combination of words – many people prefer to select passwords made from words or names because they are easier to remember. However, passwords that are easy to remember also happen to be easy to hack. For this reason, it’s a good idea to choose letters and numbers at random, then write them down on a piece of paper and store them in a secure place. If you forget, simply look at the paper to remember again.
- Doesn’t use clear letter-number substitutions – for example, don’t replace the letter “o” with the number “0.”
Follow these simple tips and you’ll have a secure password!
2. Utilize “The Cloud”
According to an article published by CBS,
“Cloud storage is becoming increasingly popular for the safe storage of digital files. The key to the cloud is to make sure you’re using a secure http (so the URL should read “https”) and changing your password often. Before choosing a provider for your cloud storage, research the company and ensure it has a good history of physical and network security. Popular cloud services currently include Dropbox and Amazon Cloud Drive.”
3. Enlist the Help of a Document Management Company
Sometimes, it’s safer to outsource your document security to a team of seasoned professionals. They’ll have the know-how and experience required to keep all of your files safe.
Whether you need help storing digital documents or physical paper files, they should have the resources to help you do so.
Keep Your Records Safe With Western Archives
Western Archives has been helping clients with simple and secure document storage and destruction for years. To learn more about how they can help protect your files, contact them today!