The Three A's of Physical Document Security


With so many things digitized, electronic, and stuck on a screen, it's easy to forget that physical documents need a little TLC too--especially when it comes to security. Here are a few ways to make sure you don't neglect physical document security in your workplace!

Don't Forget the Papers

It's easy to get caught up in the efficiency, security, and flexibility of digital documents. After all, they're easy to create and even easier to manage--and, in some cases, they even make their physical counterparts obsolete.

However, that's no reason to give up on physical documents. Many customers still appreciate paper under certain circumstances, and lots of businesses aren't ready to let go of the tried and true. As long as you're managing and protecting them effectively, there's nothing wrong with physical documents.

Of course, that doesn't mean you're off the hook. Physical documents need to be protected just like digital documents do; the only difference is the tools and solutions you'll use to create your physical document security plan.

Three A's

The good news about physical document security is that it's as easy as three a's: access, authentication, and auditing.

  • Access.

    Your first job is to limit access to physical documents. If they're out of the way, secure and control them with security measures like locks or cameras, they're much less likely to fall into the wrong hands.

  • Authentication.

    When physical documents need to be accessed, it should only be by the right people. Authentication allows you to control who has access to physical files and who doesn't, as well as keep track of which eyes have been on which files.

  • Auditing.

    It's important to do regular audits of your physical documents to make sure they're organized and secure. Shred what has become unnecessary, reorganize what has gotten out of order, and check to make sure that nothing is missing or unusual.

Want to learn more about document security, both online and off? Contact us today for all the help you need!

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