Important documents like your signed contracts, last will,and evidence in court should be kept secured. Putting it under lock and key is not safe anymore. They should only be accessible by you or your most trusted person. Some documents that go to the wrong hands can even ruin your company. Here’s how to secure your documents.
Scan and save
Keeping a paper document has a high risk of being seen by other people. A good way to secure a document is digitalizing it.You cannot risk bringing out the documents from your office. Scanning services can help you have a digital image of your document. They can bring portable scanners in your office. Just a simple click here will scan the document and create a digital image. Save the digital image in any form that you want. The most common file types are in JPG, PNG, and GIF format.
Keep a backup file
Keeping a backup file is always a must for important documents. Some computers can be corrupted by a virus or any malware. A backup file saved on a different hard drive will save a copy of the document. Do not just save your documents on your computer?You can store your backup file for a longer time.
Save your document in external hard drive, CD and USB disks. A backup file saved in other devices can be retrieved when needed.
Encrypt the document
The best way to secure your document is encrypting it.Encryption is a data conversion of information into a top secret code. Even though somebody else gets a hold of your document, they won’t be able to understand it. An encrypted data is safely converted into codes to avoid people from using the information in your document. Always encrypt your documents to have the highest level of security.
Keep it in your safe
Don’t leave your important documents lying around on the table. You might still have the document but somebody had already made a copy of it. Keeping it in an unlocked drawer and file cabinets is not a good idea. Your important documents should be stored in your safe. Locked drawers can be picked to be opened. A combination safe ensures that you only have to access to the safe.
Save it in cloud-based storage
Paper documents can get stolen or burn in a fire. You don’t want your important documents to be burned to ashes or vanish into thin air. You have your documents scanned and uploaded into cloud-based storage. There are various cloud-based storage providers that you can use. Programs like CertainSafe Digital Safety Deposit Box, IDrive and Dropbox allow you to keep your data in the cloud.
Keeping a document highly secured is easier with the use of modern technology.Keep it in your safe. You can scan a copy of your document and have it saved. You can save it in cloud-based storage or keep a backup file. You can also be assured of fully securing it if you encrypt the document.Read More