In a typical business, sensitive information is everywhere. From confidential client contracts to employee data, being deficient in organization could result in documents being lost or stolen. Thankfully, having a well-organized records management system assists in preventing these mishaps. Below is business advice that can be used to keep your business records and documents safe:
Restrict Access to Important Documents
As it relates to important documents, only a few key employees should have access to them. By restricting access to one or two individuals, documents will be safer and the probability of them being mishandled will be less likely.
To employees who need information from the documents to carry out their job, access can be arranged for a limited amount of time. Ensure that when access is being granted, files are signed out with the time, date and the name of the individual who is taking the documents.
Important Documents Should Be Locked Away
Loose documents without any barrier to access can become stolen or misplaced easily. Consider getting a secure filing cabinet to lock away physical documents. A trusted employee should be in charge of the key and the key should never be copied.
If there is an abundance of documents to store for your business, an off-site storage service should be considered. Off-site storage guarantees the safety and organization of documents without taking up valuable physical space inside your business. If a specific document is required in-person, it can be quickly delivered by the service.
Where digital documents are concerned, you should consider using an online cloud storage system that has limited employee access and a password. In addition, these platforms assist in keeping digital files organized.
Safely Destroy Documents
Throwing confidential documents in the trash is the opposite of safely destroying them. Confidential documents must be destroyed safely to prevent theft or tampering. As it relates to digital documents, destroying where they are stored is the best decision. Wiping off a digital document from the internet is not as secure as the destruction of a hard drive. This is because some hackers are able to find and access the data.
It is much easier to destroy physical documents. A paper shredder can be used to remove all traces of personal data. Nevertheless, if you plan to bulk shredding documents, consider using a shredding service. These services are equipped to handle a huge number of paper documents and the documents are shredded finer than store-bought shredders can achieve. Using a shredding service essentially ensures that you will have documents that are properly shredded.
Workers Should Be Properly Trained
All your workers should be trained to handle confidential information associated with the business. For instance, a cashier taking a phone order over should never write down the credit card number of the customer.
In addition, they should be cognizant of what makes documents confidential and how they should be destroyed or stored. Security precautions assist in maintaining good security and preventing theft. Furthermore, companies with high levels of confidential information should teach workers to remain mindful and safeguard business documents as a priority.
If you follow the business advice outlined above, not only will your vital business documents be kept safe and secure, but following the guidelines can also assist the records management of your business with staying organized.
