Today, we’ll show you how you can make business documents more secure.
Anyone who’s running a business will want to keep business documents as safe and secure as possible. After all, these documents contain highly sensitive and confidential information that should only be shared with trusted and authorized parties. So, how does one go about protecting these files? Today, we’ll show you how you can make business documents more secure.
Protecting Paper Files
If you have paper documents around your business, there are many steps you’ll have to follow in order to protect them. You’ll want to have a system in place that tracks who’s able to see your files. This way, you’ll know when they’re seen by anyone who shouldn’t have access to them.
In addition, you want to have your file storage area locked up every night. This storage area should be located somewhere that doesn’t allow people to wander in accidentally. Lastly, train your staff members on how best to lock away sensitive and private information so that your files are handled as securely as possible by your employees.
Protecting Digital Files
Digital documents will also need protection from potential thieves. You don’t want people to hack into your document management system and get access to your confidential files. In order to secure your files, you’ll want to have a document management system with a strong encryption system to go with it. It does cost a little bit extra, but it fortifies your document management system with extra protection that makes accessing files more difficult for unauthorized personnel.
You also want to keep track of what information your employees take home. Laptops and thumb drives can be targeted by hackers, so you also want to encrypt them whenever you’re traveling.
Dispose of Your Files Properly
Another protective measure to take with your files is to dispose of them properly. A lot of states require businesses to black out any personal information that’s found on documents before getting rid of them, like social security numbers, account numbers, phone numbers, and names.
You could also go the route of shredding your documents. This way, files won’t be able to get pieced together again, effectively destroying the information that was on them.
If you need to dispose of hard drives or computers, you have to erase the hard drives entirely. Something else you could do is physically destroy the drives or computers if there’s particularly sensitive information that’s stored on them.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.