In an age where data breaches are a daily occurrence, you can never be too prepared. Data security experts agree that eventually, every company, whether large or small, will be breached. But that doesn’t mean you should give up on protecting your data. Here are four tips to keep your information safe during 2018:
1. Train Your Staff
Your employees are the first line of defense against data breaches; give them the data security tools they need to prevent unauthorized access to sensitive information. Employee training sessions should include the following information:
- Secure file access protocols
- Document security
- Information handling
- File disposition practices
- Privacy law requirements
You don’t have to go at it alone, either; a document security training partner can provide professional compliance training for your employees and create information handling and disposal policies for your business.
2. Back Up Your Data
Data security begins with backups. Regularly back up your essential files and applications and store your backup media offsite to protect your data from unauthorized access and disasters. Data protection experts recommend having a media rotation and archiving service provider come on site daily to remove tapes for offsite storage and return other tapes for re-introduction to the scratch pool. Your backup tapes are barcoded and stored in a specialized media vault for long-term protection and preservation of magnetic and optical media. They are cycled back to you on a scheduled basis based on your backup routine.
3. Store Confidential Documents Offsite
The days of storing confidential documents in file cabinets is long gone; anyone can open a drawer and access sensitive personal, medical and financial data. Commercial records center storage gives you a more secure document storage solution. Your documents are safeguarded in a climate-controlled facility with the following systems:
- 24/7 security monitoring
- Climate control systems
- Fire detection and suppression technology
Access to the records center is limited to screened records management professionals who index, manage and deliver your documents within a secure chain of custody.
4. Outsource Your Shredding
In-house shredding increases your exposure to privacy breaches. Documents are often tossed in trash receptacles without being shredded. A professional shredding service eliminates negligent and risky in-house disposal practices. Your documents are picked up from your office by a screened professional and transported to a shredding plant for secure shredding. After shredding, you receive a Certificate of Destruction to prove your compliance with state and federal privacy laws.
Use these data security tips to protect your valuable business information in 2018 and beyond.
American Document Securities provides records storage, data protection and document shredding services for businesses in Atlanta and Northeast Georgia. For more information, please contact us by phone or complete the form on this page.