Regardless of the size of your business, the number of employees you have, or the industry you’re in, you will have documents and information that you need to keep secure. These could be financial documents, internal communications, patient or client records, or any files that have personally identifiable information in them. While there may be some legal requirements relating to your files (depending on your industry), there are also some best practices that all businesses should implement to keep documents safe.
Use passwords for every level of security that you can. Lock your laptop with a password, but also lock individual files with passwords as well (not the same one as your laptop though). This way even if your laptop gets compromised, you still have another layer of security.
Improve Internal Policies
Implement or improve the security policies you have in place in the office. For instance, if there is a shared printer, sensitive information should never be printed and allowed to sit (instead, use a print code system that requires the user to be at the printer for the document to print). Similarly, shred unnecessary hard copies and implement data encryption for any files that need to be emailed.
When you need something signed by someone who is not physically there, use eSignatures. Many businesses still scan and email forms (which in itself is usually a security risk) and allow the recipient to simply print it off and sign it then email it back. That is a lot of sensitive information going back and forth and sitting around in hard copy. eSignatures allow you to securely send files and have a legal signature added by the recipient without compromising the data security.
While it feels like nothing online could be as secure as a locked file cabinet (especially when we hear about new data breaches every day), not all disasters are digital. Having a digital back up of all of your vital files is key for successful disaster recovery. Invest in a scanner or a scanning service to make sure that you don’t lose things you can’t afford to.
Use Your Smartphone
Your smartphone does a lot more than just allow you to take calls. It is also the key to getting rid of random clutter. Cut down on the receipts and tiny pieces of paper that you need to keep track of by using an app that scans and stores them for you.
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.
To find out more about our hardware services, printing, and imaging services, or to hear more about how a dynamic team can help meet your information technology needs, send us an email or give us a call at (301)-846-9901 today!