Home Business Insights & Advice Six tips for protecting your sensitive documents

Six tips for protecting your sensitive documents

by John Saunders
27th Mar 19 3:05 pm

From wills to mortgage documents, insurance policies, marriage, and school certificates, financial records, and other deeds, everyone has a list of critical documents that need to be kept safe. The information in these documents needs to be kept from prying eyes. You also need to keep them away from the elements, fires, and aging. Below is a list of pro tips to help you keep your sensitive documents safe:

Passwords

This is a simple but sure-fire way to keep the soft copies in your laptop safe. Any contracts, reports and financial documents are virtually exposed, whether or not your computer is password-protected. You can quickly put a password via the Microsoft Word or Excel feature. Adobe Acrobat enables you to protect PDFs from being edited, printed or copied, which is essential when dealing with contracts and other binding documents.

Have a digital backup of all your documents

Most documents come in soft copies, and having duplicates and locking them up in a cabinet may not suffice. Have them scanned and send them to reliable cloud-based storage, like Dropbox or SugarSynx. With digital copies in the cloud, you no longer have to worry about the impact of floods, fires or break-ins, or damage to your servers or hard drive.

Install a safe

While having digital copies will come in handy, you also need to secure the original copies. There are many best safes in the world which will protect your documents from unauthorized personnel, the elements, and natural disasters. A safe is a worthwhile investment that will keep your documents and other valuables secure for years.

Have in place policies that ensure document security

Whether you are in business or at home, you need to have in place practices that keep your documents safe. For instance, instead of throwing outdated documents like ten-year-old employee records or old prescriptions have a cross-cut shredder to obliterate them. In case you have old computers that contain sensitive information like credit card and social security information, erase the hard drives entirely then shatter them with a hammer. Restrict access to these documents, and be sure to access them in a private, secure setting.

Use safe channels to share your documents

When sending hard copies of your documents, ensure that your courier is trustworthy, reputable, and fully understands the importance of your document security. Be sure to read and understand the terms and conditions, so that you know who will carry the liability in the case of a security breach. Having a secure courier will be more efficient and cheaper than traveling all the way.

Secure your Wi-Fi

Your Wi-Fi provides a channel for hackers and other criminals to get a hold of all the data transmitted through it. Ensure that your Wi-Fi and all other personal networks are secure and encrypted. This ensures that data sent through these networks is not intercepted or corrupted.

Conclusion:

While these measures may cost a little more, you cannot compromise security for money. Keeping your sensitive documents safe will save you a lot of headaches and stress in the future.

Leave a Commment

CLOSE AD

Sign up to our daily news alerts

[ms-form id=1]