Avoiding Data Breaches: Maintaining Document Security

Anyone who’s read the news in the past year is aware of data breaches. Organizations ranging from retail outlets to movie studios to government agencies have all fallen victim to a data breach. As society becomes increasingly digital, it is becoming more important to maintain data security. Since technology is constantly evolving, your organization is going to have to stay ahead of the curve. Below are a few helpful tips to help your organization implement data security.

Be Aware of Any Threats: Educate your employees on phishing, malware, and viruses. All of these things could potentially lead to a devastating data breach. Make sure you have antivirus and firewall protection installed on all of your office computers. If you receive a suspicious email, do not open it as it could leave your confidential information susceptible to data/password theft.

Change Passwords Regularly: The easiest way for your documents to be hacked is by creating a simple password that you don’t regularly change. You also want to create different passwords for different accounts and databases throughout your organization. Be sure to strengthen your password by using a long word with multiple different characters (numbers, symbols). Additionally, you should change your password every so often to maintain consistent security.

Maintain Authorization Procedures: If you work for a large organization, be sure to determine which of your employees have access to certain documents. This will ensure that your important documents don’t end up in the wrong hands. This will also establish responsibility among employees and coworkers.

Protect Physical Documents: If you still have to house physical documents on-site, you are going to want to have a strong security system in place. Be sure to lock any file cabinets, lock rooms that house files and use security cameras.

Contact InStream: The most certain way to maintain document security is to contact InStream about going paperless. InStream will help you to maintain document security by employing all the tips above, customizing a security system best suited for your organization. Additionally, InStream will centralize all of your documents into a singular digital location, so that you will always know where your important documents are located. Whether you are a large organization or a small business, InStream will address any and all document security needs.