Every business with sensitive information wonders at some point how to protect important documents. There are a myriad of threats to the integrity of records, including things like theft, or fires, floods and other natural disasters. When important documents are destroyed or lost, you lose integral information that is not easily replaced. Consequently, it is prudent that businesses learn how to protect important documents, so that the loss of information can be prevented altogether.
There are a number of contingencies business can implement in order to ensure the safety of documents and thus keep sensitive data safe from natural disaster, theft or other threats. Here are a few effective methods.
Safe, Off-site Storage
Despite the disadvantages of paper, there are some documents which necessarily require the retention of hard copies. If you absolutely need to keep hard copies of particular documents, consider renting a secure, off-site storage solution, such as a safe deposit box, or a lawyer’s office. This allows you to quickly gain access to essential information in the event that data is damaged or otherwise compromised at your office.
Portable Safes
For individuals within companies who deal with highly sensitive documents, it is prudent to have a portable storage solution that can be taken with you in the case of an emergency. If, for example, there is a fire at your place of business, a portable safe allows you to take important records with you immediately.
Electronic Records
Unlike paper records, electronic documents are not susceptible to environmental damage or physical theft. Choosing to digitize important documents allows businesses to store their data in servers (either on or off-site), but also to have disaster recovery systems in place in the event that files are corrupted or lost.
There are many options available to companies considering how to protect important documents via digitization. Scanning services are readily available from a variety of vendors, and more comprehensive document management systems provide an effective means to not only store electronic documents, but also manage them in a way that meets your business needs. These solutions ensure that even in the event of a natural disaster or other threat, you have access to the documents that let your business operation continue uninterrupted.
Ultimately, there are a number of options for businesses considering how to protect important documents. As long as you employ a method that will serve to protect your information before it is necessary, you will be able to conduct business as usual even in the event of a disaster.
