A common misconception is that simply shredding your documents means that they are secure. Actually, securing your documents and data is a multi-step process! Your data is vulnerable in many ways beyond that physical paper going through the shredder. For this reason, it is absolutely necessary for you to understand how to keep your documents safe from unwanted eyes and potential threats.
Here are some factors to keep in mind when assessing the security of your business documents and data.
- Printed documents. A leading source for data security breaches is printed documents. It’s very easy to let documents slip into the wrong hands, which is why ensuring only those with authorized access can view certain documents is so important. After all, no one wants those social security numbers on employee applications out in the open. Fortunately, print management software can give you complete and total control over your entire print process. Print release codes and other security measures ensure only authorized users have access to newly printed documents. This software can help manage your printing activities, as well as imaging equipment, so you can rest easy and focus on more important matters.
- Computer and network. Just because it’s on the computer does not mean it’s inherently secured. Be sure to install firewall systems, as well as anti-malware software throughout your business. Furthermore, Transport Layer Security can help secure your documents when they are traveling from one place to another.
- Fax. So maybe faxing is not exactly on the cutting edge of technology anymore, but that doesn’t mean it’s not still relevant, and it doesn’t mean you should not have proper security surrounding it. Utilizing a fax routing system is one of the most efficient steps you can take in fax security. This way, your faxes will only go to the intended person. The documents will land in the recipient’s email inbox or network folder, eliminating risk.
- Imaging equipment. It’s tempting to think those MFPs and other printers and copiers are simply vessels for documents to pass through. However, these devices have hard drives that can store sensitive information. Therefore, it’s imperative that you ask your equipment vendor to secure these devices while you have them, and to erase hard drives before these machines leave your office.
- Digital documents. Printed documents might seem like the primary source of data breaches, but it’s just as important to secure your digital documents. Digital documents contain much of the same sensitive information found in printed materials, so their vulnerability must not be taken lightly. Be sure to analyze your digital documentation system and create a clear trajectory for how your documents are made, utilized, stored, and ultimately discarded. This will ensure that your privacy and security is maintained throughout your business’s digital environment. Privacy and security are absolutely critical for your documents, especially when they are stored in the cloud. Specifically, fields such as education, financial services, and healthcare are all incredibly confidential industries that must remain secure.
To learn more about how Imperial Copy Products, can keep your documents safe and secure, contact us today.