Regardless of your company’s size, the number of employees you have, or the field you’re in, you will always have documents and information that you must protect. These might be financial documents, internal communications, client or patient records, or any of their files with personally identifiable information inside them. While there might be a few legal requirements relating to your files, which depends on your industry, there are also some practices that all companies should implement to keep business documents safe. Read on to learn more!
Use Strong Passwords
Use passwords for every single level of security that you can. Lock your laptops or computers with passwords, but also lock any individual files with passwords too, but not the same ones as your laptop. This way, even if your laptop becomes compromised, you will still have that extra layer of security.
Improve Your Internal Policies
Improve or implement the security policies you have set in place in your office. For example, if there’s a shared printer, sensitive information shouldn’t ever be printed or allowed to sit. Instead, try using a print code system that requires the user to be present by the printer for the document to print. Similarly, shred any unnecessary hard copies and implement data encryption for all files that have to be emailed. This is one way to protect those highly sensitive business documents.
Start Using eSignatures
When you need something signed by somebody who isn’t there, use eSignatures. Most businesses still scan and email forms, which is a huge security risk by itself, allowing the recipient to print it off, sign it, and then email it back. That is plenty of sensitive information going back and forth and sitting around in hard copy. eSignatures will allow you to securely send files and have a legally signed signature added by the recipient without compromising any data security.
Back-Up Everything Digitally
While it might feel like nothing online can be as safe as something in a locked file cabinet, not all disasters are digital. Having a digital back up of all your business documents is critical for successful disaster recovery. Try to invest in a scanner or scanning service to ensure that you won’t lose things you can’t afford to.
Use Your Smartphones
Your smartphones do a lot more than just allow you to make calls. It is also the key component to getting rid of random clutter. Cut back on the receipts and small pieces of paper you have to keep track of using an application that scans and stores for your business.
En-Net Services Can Help Today
Experience a superior method of getting the public sector technology solutions you need through forming a partnership with En-Net Services. Our seasoned team members are familiar with the distinct purchasing and procurement cycles of state and local governments, as well as Federal, K-12 education, and higher education entities. En-Net is a certified Maryland Small Business Reserve with contract vehicles and sub-contracting partnerships to meet all contracting requirements.