The concept of document security is simple at first glance, but when you start thinking about it, the whole thing quickly becomes more complex. What are you defending documents against? How can you protect information when files exist in both physical and digital forms? What does document security actually look like? Today we'll answer all these questions and more in our document security crash-course!
A Crash-Course in Document Security
If you feel overwhelmed just at the thought of document security, don't worry--you're not alone. Document security is a huge responsibility--one that, if handled improperly, can have serious consequences for employees, companies, and customers. Luckily, with a bit of background information, document security becomes a whole lot more manageable.
Let's jump into the crash-course by answering some big questions!
"What is document security?"
Document security is, quite simply, the process of protecting your files and the information they contain. Document security takes many forms and involves a lot of tools, solutions, and procedures. Still, the goal is always the same: to defend private details, financial information, company secrets, and other sensitive data from loss, theft, or damage, whether intentionally or through innocent human error.
"What happens if document security is neglected or done improperly?"
Here are just a few things that might happen without document security:
- Sensitive data can be held for ransom by hackers.
- Customer information can be stolen and used to "poach" your clientele.
- Notes and other important details can be damaged or lost right when you need them most.
- Financial information can be stolen and used to drain your company's, employees', and customers' bank accounts.
"What does good document security look like?"
Good document security is efficient, flexible, budget-friendly, and, most importantly, reliable. It must fit into your company's processes--which means providing solutions for your physical files as well as your digital ones--and must empower your employees to take responsibility for security in everything they do.
Finally, it must defend against both internal and external threats, whether intentional or accidental and provide backup plans in case of emergency.
Document security can be overwhelming, but if you take it one step at a time--and, perhaps, take a few crash-courses along the way--it can be a whole lot easier. Just remember what it is, why it's important, and what it should look like, and you'll be well on your way to document security that fits right into your workflows.
Worried about document security? Contact us today for help protecting what matters!