To guarantee their privacy and protection, numerous steps can be implemented by businesses. Attic Self Storage shall now outline a few of them for your business.
Physical Security Measures
When handling sensitive documents, it’s crucial to exercise caution and protect them from unauthorised access.It’s important to prevent those with malicious intentions from getting their hands on the information contained within. However, physical security protocols also extend beyond traditional paper formats, as we will now reveal.
Secure Documents in Locked Spaces
In businesses, only a select few should have access to classified documents. Once printed, it becomes susceptible to unauthorised duplication through something as simple as a quick snapshot on a mobile phone. This is why it is imperative for companies to safeguard these documents with stringent security measures. In smaller companies, secure cabinets may suffice, while large and mid-size ones may require designated rooms with restricted entry.
As previously mentioned, there are additional physical components that must be securely maintained beyond just printed documents. USB drives, servers, and backups should also be kept in a locked room. The theft of any of these electronic devices could potentially compromise all the company’s confidential materials.
Therefore, it is imperative to enforce strict access control for the building. Companies should also educate employees on proper protocols if they encounter an unfamiliar individual on the premises or someone tampering with documents.
Use Offsite Storage
Sometimes, the most efficient way to ensure the security of physical documents is to remove them from the office. There is no superior way to guarantee the absolute security of information than utilising an offsite storage facility, which can only be accessed by the designated individual responsible for their safety. Various can be considered according to a company’s specific requirements.
Secure Document Transmissions
At times, sensitive documents may need to be transferred from one party to another.
. This can occur within the company premises, but it may also entail transferring them to a different location. In such instances, employees and managers must thoroughly evaluate all possible security concerns before entrusting sensitive materials to an external party. It includes placing special care in selecting the appropriate carrier for the task.
Secure Disposal
When documents can be legally disposed of, a company may opt to shred them. However, for enhanced security measures, it is advisable to enlist the services of a business that specialises in sensitive document disposal.
Securing Digital Data
Protecting digital documents is a vastly different task from securing physical ones. As we’ve discussed before, safeguarding digital devices like USB sticks, servers, and backups is crucial. But here are the measures that must be taken to secure the data itself.
Control Data Access
All confidential documents stored on the company’s server must undergo multiple forms of authentication, including passwords and phone confirmation codes. Only authorised individuals should be given an ID and password, and this list must be regularly reviewed.
Restrict Outside Access and Transfers
It is difficult to entirely restrict access from outside the physical realm of the company. In fact, nowadays, a significant number of employees work remotely and may require access to server information, including sensitive data. However, strict control policies must be implemented to prevent the transfer of such data to unknown or unrecognised devices. This necessitates the development of a robust cybersecurity plan.
All of the measures above will help safeguard physical or digital sensitive documents. However, they won’t be effective if the list of individuals granted access is not regularly updated. Securing sensitive documents is a priority for any company and must be treated with utmost importance on a daily basis.
