The security of documents that are accessible is important for everyone, from birth certificates to financial records. It’s the same for businesses, who use secure document storage to protect sensitive information and prevent data breaches that would put the business’s operations at risk.
If it’s a physical file or a digital copy, safeguarding these important documents requires a careful storage conditions and procedures that are in line with security guidelines and regulations. For example keeping sensitive data on a network server is a more effective document storage solution than storing it on a personal computer or hard drive. This allows businesses to limit access to sensitive information and prevent disclosures that are not intended and also prevents the loss of data due to inefficient backup procedures or even worse an event such as the fire.
In addition, using strong passwords and encrypting files can help in protecting your data and files from hackers. Password vault software which ensures two-step authentication and secures passwords can decrease the chance that hackers are able to take advantage of the system. Implementing organizational-wide guidelines that encourage team members to not share the same password across all their accounts and to create unique passwords that are difficult to guess will also make it more difficult for hackers to gain access to the corporate account.
Secure document storage also assists companies cut costs by removing the requirement for physical space as well as streamlining workflows, leading to savings on paper, storage and even labor. The information stored in digital format can be easily transferred from one device to another and quickly retrieved to meet regulatory requirements.