confidential documents

5 Ways to Keep Confidential Documents Secure

Practicing safety with confidential documents can feel like a chore at times, but one slip up could cost your company a fortune. The average cost of a single data breach has reached $8.19 million. A data breach being the transference of information to a party who is not authorized to view that information.

Protecting your company’s confidential documents is becoming increasingly more complicated as technology evolves and the modern office continues to change shape.

So if you’re interested in protecting your employee, client, and sensitive business information, read on to learn how to improve security measures at your company.

1. Use a Paper Shredder

One of the surest ways to prevent sensitive information from unwanted viewership is proper destruction. In other words, shred it! Having a shared paper shredder stationed near copiers may seem like a good idea, but in-house shredders do not offer the same security measures that a shredding service provides.

A good paper shredding service will offer locked boxes to be placed around the office. This way employees can dispose of confidential documents in a secure way, with no room for user error.

2. Lock up Confidential Documents

For all physical paper documents that need to be stored, make sure that they are locked up at night. Keeping these documents behind lock and key will prevent theft and ensure their safety.

For larger amounts of confidential data where filing cabinets won’t cut it, invest in an off-site secure storage facility. Off-site storage is a secure solution to locking away large amounts of confidential information. With this type of service, your documents can be delivered to your office when you need them, usually within hours.

3. Secure Computers and Network

Online security is just as important, if not more, given today’s climate. Invest in anti-virus software to prevent hackers from infecting your network. In addition to virus protection, you should be protecting yourself using anti-spyware programs.

While sending sensitive data through email, you can employ the use of an encryption system to ensure that the data is not easily intercepted.

When it comes time to upgrade your computer or when data is simply no longer needed, you must destroy the physical harddrive. It’s not enough to move the files to the trash bin on your desktop. The physical had drive should be removed from the computer and punctured using a handheld drill.

If you’ve ever wanted to live out that great scene from Office Space, now is your chance.

4. Control Access

If you’re wondering how to stay secure online, controlling access is key. Create a unique Wifi ID and a safe password that cannot be easily guessed. Only give it out to trusted employees and offer another network and password for guest access.

Data protection can further be enhanced by restricting access. Only give access to those employees who need it to perform the duties of their job. For instance, someone working in customer service will not need the same access credentials as those in accounting. Protecting information on an employee basis will lead to further security.

5. Provide Security Training

Most data breaches often occur at the hand of the company’s own employees. And it’s not usually with malicious intent, but because proper training was not provided.

Implement and train your employees on a clean desk policy, where all sensitive documents are cleared from the desk at the end of the day. Make sure everything is locked away in desk drawers and keys are not accessible. Everything that needs to be destroyed should be disposed of in the paper shredding lockbox.

Is Your Business Safe and Sound?

Are you ready to take the next steps to secure your confidential documents? Federal Records Management and Shredding can help. Get in touch with us today for a free estimate!

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