Businesses are always looking for ways to improve efficiency and protect their data. Many turn to document management systems to organize and secure their business documents. But what else can be done to better secure essential business documents?
Read on for tips to help you keep your business documents safe and secure.
1. Keep document copies in a secure location
Businesses should keep their physical copies of essential documents in a secure location, such as a locked filing cabinet or safe. Doing so will help prevent unauthorized access to the documents.
It would be best if you also considered making digital copies of your documents and storing them in a secure location, such as a password-protected computer or cloud-based storage system. You can use these digital copies if the physical copies are lost or stolen.
2. Control access to documents
It’s important to control who has access to your business documents. You should consider assigning each employee a unique user ID and password to access the document management system. You can also limit what types of documents each employee can access.
For example, you may want to give your sales team access to customer information but not your financial records. You can help prevent unauthorized individuals from viewing or modifying your business documents by controlling access to documents.
3. Always be careful when sending documents electronically
When sending documents electronically, always use a secure method, such as encrypted email. It would be best to be careful when opening email attachments, as they could contain viruses or other malware. Never click on links or open attachments from unknown senders. If you’re unsure about an email, contact the sender to verify its authenticity before opening it.
You may also need to send essential documents in printed paper form. You should use a reputable scanning service that uses secure methods to transfer the documents when doing so. You should also hire a professional contract delivery service to deliver the documents in person. This is often the safest way to send important documents, as you can track the delivery and confirm that the recipient received the documents.
4. Keep your document management system up to date
Ensure your document management system is always updated with the latest security patches. Doing this will help prevent hackers from exploiting any vulnerabilities in the system. You should also regularly review your document management system’s security settings to ensure they’re still adequate.
5. Train your employees on document security
It’s important that your employees know how to keep your business documents safe and secure. You should train them on your document management system and security procedures. You may also consider having your employees sign a confidentiality agreement to protect your business documents further.
A confidentiality agreement is a legally binding contract that requires employees to keep certain information confidential. This agreement can help prevent your employees from accidentally or deliberately disclosing your business documents to unauthorized individuals.
6. Destroy documents when they’re no longer needed
When you no longer need a business document, you should destroy it to prevent it from falling into the wrong hands. You can shred paper documents or use a digital document destruction service to destroy digital copies.
Destroying documents no longer needed is an integral part of document security. Doing this can help ensure that your business documents don’t get into the wrong hands.
7. Have a plan for document security breaches
Despite your best efforts, there’s always a chance someone could breach your business documents. That’s why it’s crucial to have a plan in place for how you’ll respond to a security breach.
Your plan should include steps for how you’ll contain the breach and prevent it from happening again. You should also have a process for how you’ll notify employees and customers if their personal information has been compromised. Always keep your plan up to date to prepare for any eventuality.
8. Review your document security procedures regularly
You should regularly review your document security procedures to ensure they’re still adequate. As your business changes, your document security needs may also change. Reviewing your policies regularly can help ensure that your business documents are always well-protected.
9. Get professional help when needed
Many professional document security companies can help you protect your business documents. These companies can provide you with document scanning, storage, and destruction services. They can also help you develop and implement security procedures for your business.
When choosing a professional document security company, do your research. Make sure the company is reputable and has experience with businesses like yours.
You can help ensure that your business documents are well-protected by following these tips. By taking steps to secure your documents, you can help prevent unauthorized individuals from accessing them. This can help protect your business’s reputation and bottom line.