How to Keep Confidential Documents Safe

For large amounts of confidential data where filing cabinets aren`t enough, invest in secure offsite storage facilities. Offsite storage is a secure solution for locking down large amounts of confidential information. With this type of service, your documents can be delivered to your office when needed, usually within a few hours. If you leave sensitive documents on your desk, they become more likely to be breached. Whether they remain in full view or in a folder of files, it is easier for visitors, cleaners or other employees to access sensitive information more easily. All documents must be locked at the end of the day. No paper or confidential information should be left on the desks. Locking this information ensures that it remains secure while the documents are still in use. With Restore Records` secure external document storage solutions, you can truly put your workplace in order and ensure that your confidential documents are safe and free from theft, fire, flooding and vandalism. No company has confidential documentation that needs to be protected. Your confidential documents can be anything from your company`s financial records to personal information stored about your employees and customers or customers. If you train your employees in data privacy, you can either do so internally or hire a third party to conduct the training. It may be more convenient to conduct your own in-house training on non-tech aspects, but if you want help with passwords, phishing, or other IT aspects, you`ll probably need expert advice from an external IT company like us.

It is very important that you have strong corporate policies that help protect your company`s sensitive information in all its forms, whether digital or paper. If possible, always secure your information. Physical documents must be scanned and stored on secure servers. If the worst happens and one of your secure documents is lost, stolen or damaged, you will always have access to them when you need them. Do you need help implementing these measures? For all physical paper documents that need to be kept, make sure they are locked at night. Keeping these documents behind the lock and keys will prevent theft and ensure their safety. When it comes to disclosing sensitive data, it is often the employees of a company who pose the greatest risk. Nor is it necessarily due to malicious reasons. often it is simply because the right training has not been offered.

If you use passwords to control access to sensitive information, you need to make sure that it is both secure and changed regularly. Using passwords that are easy to guess is a mistake made by many companies, and you should avoid it if you want to protect your confidential information. The best type of password is a combination of uppercase and lowercase letters, as well as special characters. When dealing with confidential information in your organization, whether it`s your customers or employees, you have a duty to take the necessary steps to protect it. Failure to ensure that data is properly protected and compliant with the law can lead to legal action, as well as a reputation of your business and loss of business. Leaving what should be shredded to your employees is a risky endeavor. Do you want your employees to decide what is sensitive information and what is not? A predefined guideline for the destruction of information helps clarify all questions about what to destroy and when. When implementing a policy to destroy information in the workplace, it should include provisions for everyday documents and documents with a longer document lifecycle. Digify helps you stay in control of your documents after they are sent. It has comprehensive rights management, watermark, tracking, and protection features for files, videos, and emails. If you want to see how Digify can help you improve document security while working remotely, learn more or give it a try by starting your 7-day free trial.

Store your data in multiple isolated locations. For example, you can keep one copy of a file on your computer and another on an external drive or in reliable cloud storage. Again, don`t forget to encrypt the files beforehand (or follow all the other tips here). Any changes or new additions to your privacy policies and procedures should be widely shared by all employees and, if necessary, additional conversations or training should be arranged to keep your employees informed and made aware of the importance of keeping your confidential information safe and managing it properly. .