When managing confidential documents security is the main concern. Unauthorized access of important documents, whether dealing with sensitive personal data or business-related information that is private, could have a negative effect on your business operations and even your brand.
Fortunately, keeping your private documents safe is much more simple than you think. The most well-known document management solutions have robust security features that prevent unauthorized access to critical data and safeguard your documents from cyber-attacks, natural disasters and other threats.
One of the most common reasons for a confidentiality breach is negligence by employees according to Verizon’s 2022 Data Breach Investigations Report. Whether it’s misplacing a file, forgetting to change security settings or delivering an important document to the wrong recipient human error is a significant danger when handling sensitive documents.
A policy that clearly defines procedures for employees is a great option to limit the risk. Reviewing these policies regularly will make employees aware of the importance of safeguarding confidential documents, and can also help to prevent unintended disclosure.
Using a secure storage solution is another great way to safeguard sensitive documents. By encrypting your data, you can ensure that only those with the correct password can access your files. This will reduce the chance of an attack. Avoid using personal information like names, birthdays, or addresses when creating a password. It’s also an excellent idea to include two-step authentication into your secure storage software to further enhance security. For instance you could require an authenticator application upon login.