Basic Facts of Document Security

Entire hard disks can easily be wiped out by virus attacks. Spyware can compromise your bank account and credit cards. Storage media can be destroyed by natural disasters such as fires and all your business data can be at risk. Data stored on media can be corrupted when a system crashes or by power surges. Document security management aims at many types of data threats by taking a preventive approach to data loss.

Your business may potentially shut down if document security is not addressed in a systemic way. Here are some things to keep in mind about Document Security:

• Assessing the security impact of documents can get you started with better document security. You can use that information to persuade top management and get them to implement new security measures.
• Data loss can be catastrophic to a business even if partial data is lost, and not many companies remain in business after losing all of their data. Even important trade secrets can be lost to competitors, and you could be stripped of your market edge. Businesses can recover lost data through verified backups stored at a different location. This makes it easy to bounce back from catastrophic events such as fires, virus attacks and accidental events.
• Verification of backups is an important step in ensuring that they are recoverable. Backing up of data can be done in real time though a systematic approach that provides the most recent backup of the most important data.
• Hackers and any other external attacks can be kept out by firewalls. Files corrupted by viruses can be restored by Antivirus programs that also block activity by other malicious software such spyware used by identity thieves.
• Allowing access to documents by authorized personnel only should be at the top of your priority list for document security. Levels of employees and classes of data should be taken into consideration when setting up authorized access. You can then setup access restrictions for each employee and require passwords to be entered for access to data. Automatic audit trails should be part of the software package, so that you can track access and use of documents by employees.
• Authentication of electronic documents provides an additional safety measure. These documents are subject to unauthorized modification unless they have a security measure in place such digital signatures. This will provide an easy way for receivers to validate the authenticity of crucial documents and make sure they have not been edited after the signing.
• The most recent security holes can be isolated through regular reviews and trained employees that understand security procedures and best practices. This includes backing up of files and document disposal and retention practices.

A well-trained staff will ensure that the growing reliance on electronic documents will go hand in hand with a document security strategy. Contact us today to learn how you can keep your documents secure.