magine if your important business documents or data were stolen. Could you continue to serve your customers, communicate with your suppliers, and fulfill your compliance obligations? It would be difficult at best. That’s why the protection of your business information is such an important part of keeping your business running. Here are the most effective ways to do that.
1. Fortify Your Backup Strategy
You probably understand the importance of backups, but are you confident in the ability to restore your data afterwards? Disk failures, unexpected server malfunctions, and media damage due to natural disasters happen without warning. Offsite media vault storage protects your business data from unexpected loss and ensures its recovery. A media vault is equipped with advanced climate control and security systems. Your tapes and hard drives are stored in locked and barcoded protective cases and rotated to and from your server room by data protection professionals.
2. Update Your Computer Systems
Out of date devices and software are vulnerable to hacking. Unfortunately, many small businesses are hacked when they fail to update software and ignore recommended security patches. Set your computers to accept automatic updates to avoid having your information hacked. And remember to install antivirus and malware detection software on your network.
3. Implement an Offsite Storage Strategy
It’s not just your digital data that’s vulnerable to loss. Your paper documents and files can also be stolen. Insider theft is a risk that can’t be ignored, and locking them in your office file cabinet offers only a basic level of protection. You need a contingency plan that protects your documents from unexpected fires, floods and natural disasters. Storage in a records center safeguards your documents from catastrophic events and internal theft risks. These offsite facilities features state-of-the-art technology, including:
- Ambient temperature monitoring and control
- Fire detection and suppression technology
- Independent electrical generators and backup systems
- Digital surveillance
- 24/7 intrusion detection monitoring
Each carton of documents is stored on a high-density racking system to prevent mold, mildew and water damage, ensure long-term preservation, and prevent unauthorized access.
4. Destroy Documents and Data
Negligent document and data disposal habits put your information at risk. Never hold onto expired information longer than legally necessary; doing so increases privacy breach and legal liability risks for your business. Instead, precisely follow your established retention and final disposition guidelines. Make use of the retention schedule capability built-in to the online records management software that comes free with offsite storage.
Additionally, don’t assume that your trash and recycling bins are immune to theft. Business dumpsters are favorite targets for thieves hoping to get their hands on confidential personal and financial information. Use a NAID AAA Certified shredding service to ensure confidential business documents are destroyed promptly and thoroughly.
5. Train Your Staff
Employee education and development is one of the most effective ways to protect your business information. After all, your staff utilizes and transmits business information on a daily basis. Therefore, their awareness of phishing scams, spam emails, and evolving cyber threats—and how to combat them—is critical. Provide privacy law awareness and compliance training for your entire organization. These small investments in staff training will pay dividends in keeping your information secure.
Your business information is the lifeblood of your organization. Follow these strategies to keep it secure.
Corporate Records Management offers records storage, backup tape storage and NAID AAA Certified shredding services for businesses in Dallas-Fort Worth and the surrounding areas. For more information, please contact us by phone or complete the form on this page.