Leaving important documents around the office can pose a security threat to your company. These documents often contain sensitive information that could be potentially harmful if in the wrong hands. Beyond that, if you run a service-based business, your clients expect that their information is protected at all times.
But exactly how can you protect your physical files?
Let’s take a look!
1. Restrict Access to Files
The first step to protecting your documents is controlling who has the authority to access them. If your files are kept in a public room in your office, there’s no telling who might take a quick peek.
Instead, consider storing files in a locked room or filing cabinet and only giving access to those who need to view the files in order to do their job. This will significantly reduce the risk of theft or damage to your physical documents.
2. Have a Designated Document Storage Area
Simply storing your documents in “that corner over there” just won’t cut it if you want to make sure they’re protected. If you elect to store your documents in your office, it’s important to make sure they have their own space where they won’t get mixed up with other files.
If you have enough space, it’s best to designate an entire room for document storage. If not, select an area where you can set up a locked file cabinet.
3. Store Documents Offsite
The best way to protect your physical documents is to store them offsite (away from your office) at a purpose-built storage facility. This is a good option because…
It’s safe – most facilities have security systems that operate 24/7/365.
It’s organized – at Western Archive’s storage facility, there’s a handy barcode filing system that ensures your boxes will never get mixed up with others or lost.
It’s environment proof – facilities have special controls to account for humidity and temperature fluctuations, helping to prolong the life of your documents.
4. Train Employees on Proper Document Handling
Sometimes, human error can result in damage to documents containing critical information. That’s why it’s essential that you instruct your employees on how to properly handle your documents. For example, files should never be in close proximity to food and drink. They also shouldn’t be left lying around as this increases the chances of them getting lost or accidentally recycled.
5. Destroy Any Old or Unnecessary Documents
Sometimes old or expired documents still contain potentially sensitive information (account numbers, addresses, phone numbers, etc.). You need to have a policy in place for destroying old documents after they are no longer relevant to your business.
The best way to destroy physical documents is to invest in a professional shredding service.
Where To Store Documents in Edmonton
Need a place to store important documents in Edmonton? There’s no better place than Western Archive’s secure storage facility. Here, you can rest assured that our 24/7 security and barcode filing system will help keep your documents safe and organized at all times. Please contact us today to learn more.