How Businesses Can Safely Store Sensitive Documents
Depending on the nature of your business, there's a strong possibility that you need to safeguard a number of important and sensitive documents. Whether it's private information about the company, employees or customers, personal information falling into the wrong hands can be disastrous.
If you’re worried about the security of certain documents, below are some great suggestions for the safe and reliable storage of paperwork which needs to be well-protected.
A drawer, cupboard or filing cabinet with a lock on it is a great place to keep private documents away from prying eyes.
The benefits of this type of system is that you have all your paperwork on site which is convenient if you know you need to access it on a regular basis. It’s also an incredibly practical method if you run your business from home and want to keep everything in one place so you know where they are and the kids can’t get hold of them.
The only downside however is that if your office or home gets broken into or is subjected to fire or flooding, there's a risk that your important documents could go missing or become damaged.
It's always a good idea to back everything up because at least if something goes wrong, you can recover any lost data. Storing documents online and in the cloud is a great idea because it means that as well as having a physical copy of everything you need, you also have a virtual copy.
If you are storing private information online, it's very important to ensure that you have a very secure system to protect your business against hackers. Customers’ private information getting leaked could be very costly to your business both financially and for your reputation.
It's also recommended that you have a disaster recovery plan should your system crash and you need a way of recovering any data you have lost promptly.
If you would rather keep sensitive documents off-site, renting out a self storage unit is a great option. If you work from home, it also means that your house isn’t getting filled with boxes of paperwork and if you do have an office, you will have plenty of space for other things such as stock, office supplies or even more staff.
Look out for facilities which provide your unit with a lock that only you have access to as well as CCTV and security staff who patrol the area after the usual staff have gone home.
Use a shredder
If there are personal documents that you no longer need or you have transferred to online storage, make sure you use a shredder to destroy them. Simply throwing away bank statements, receipts with card numbers on them and customer information isn't secure enough because criminals can and will rummage through rubbish.
Not shredding private documents puts you at risk of being subjected to fraud and/or customer details can be leaked which is very bad PR for your company.