Five Ways to Secure Your Business Files
Securing your business files is important whether you are a small or large business. There are plenty of ways that you can secure your files so that they cannot be remotely hacked or lost due to damages. Securing business files to protect sensitive information and provide customers with confidentiality is also part of the law, so check out these five ways to secure your business files to make sure that you don’t lose any confidential data and that it doesn’t get into the wrong hands.
This is a simple barrier to protecting the most important files and everything within your business that holds sensitive information; it should all be password protected. This means having a password for your computer, email account and password protecting any files that need to be protected. These passwords should only be known by those who need to see the documentation for their job role, with passwords hidden and changed accordingly. Never leave your passwords somewhere within view or else there is no use in having one in the first place!
Use the eSignature Feature
Rather than emailing over sensitive information through an email account that may be hacked, using the eSignature feature allows customers or other companies to sign a legal piece of documentation without the need to email it over or send it via post. For those who are miles away and cannot sign documentation in person, Adobe Sign and DocuSign can provide complete security.
There are plenty of ways that you can back up your sensitive information externally. All of your documentation should be saved somewhere that isn’t in the office to ensure that, in case of a break in or damage to the business, you still have an external copy of all of your data. If you are not making use of cloud storage, a hard drive may not be enough, as if this becomes damaged you may lose your whole business. A preloaded flash drive cannot be hacked remotely and is therefore a safe way to secure business files.
Make a Digital Copy
As well as backing up your business files on an external source, these files can be made into digital copies. Rather than keeping paper copies of everything, services such as Dropbox allow companies to store digital copies of any important files on one secure platform. This is a cloud-based service and is certainly a way to take advantage of extra space. This means when you sign into your account from anywhere, your business files will be there waiting for you. For those who travel with their job, this is also a great way to track documents while on the move. If you only have a copy on paper, make sure that you scan this onto your computer and save it digitally too.
Make Use of Apps
There are many really hand apps out there for cellphones for small and large businesses. If you are tired of keeping paper copies of receipts, why not make use of your smartphone for business purchases? Expensify allows you to keep a digital track of your expenses. When you shop for your business, ask for email copies of the receipts so that you can keep a much better track of where your money is going, and it makes it easier to compare prices with other brands too.
As well as securing your business files, you should also ensure that your internal policies are clear and up-to-date. This makes sure that staff know how to properly store sensitive information and can minimize the risk of any business files being lost, stolen or shared.