According to research, the volume of business data doubles every 1.2 years. So, when dealing with records and sensitive information, one of your top priorities should be the security of the documents.
Security threats can come in different forms; fire, theft, flood, information leak, and breaches. These security threats are why you should ensure you are not leaving any stone unturned while enforcing security measures.
Different records have their degree of privacy and sensitivity; they can be restricted, protected, internal or public, which means they will require extra security level.
Ways to ensure the security of records
You can keep records digitally and on paper; both forms require different security measures.
Security Measures for Paper Records
Use of Locked Storage.
Locked storage is an old-fashioned method that is still effective. If you want to keep your document away from the public’s eye, keep it in a cabinet under lock. Though a potential thief can still get it, the record is an obstacle away.
Get rid of the Records.
One way to secure your sensitive documents after use is to get rid of them. Using a security shredder is a better alternative to just throwing it away in the bin where anyone can lay hands on it, says Mastershred.
This method is irreversible, so you should be sure you won’t be needing any relevant pieces of information before getting rid of it.
Install Security Alarms.
A security alarm can prevent both fire and burglary breaches by giving off warning signs in case of any sign of danger. It is like doubling the security of locked storage. This security method can also protect the documents from some natural disasters.
Implement Basic Security Measures.
Some basic security measures you should not overlook:
- Limit access of sensitive documents to only a trusted few people
- Use security cameras and locks in rooms where you keep the files.
- Secure the building as a whole.
- Have a regular check of the files to ensure none is missing.
Security Measures for Digital Records
Redact Sensitive Information.
If you are sending a document containing the company’s private information, redact it irreversibly so that anyone with access to the document will not be able to view the data. You can have a copy of the original file when you need the redacted information.
Encrypt document.
Document encryption makes a file inaccessible to anyone without the decryption password, which means you can choose with whom to share the document’s contents.
You can use this method if exposure to the content will not have a damaging effect on the company. And this is because anyone with the decryption password can choose to share or be careless with it, which makes the information vulnerable.
You cannot be too careful while securing sensitive information. In all security measures, there can be loopholes, which makes getting rid of used details one of the best options.