3 Tips on Protecting Digital Documents for Small Businesses

Do you own a business? When running a small business, you should do everything in your power to protect it, but protecting your business involves much more than bolting the front door and hiring security guards. 

You must also protect all digital files that contain data about your business, such as business cards, invoices, business documents, and other documents.

Here’s everything you need to know about protecting digital documents.

Use Strong Passwords 

It is possible to create a password for a Word document, an Excel document, or even an HTML file or PDF that you are currently reading. Try this activepdf toolkit to help protect your PDFs.

Stop saving documents only on your desktop, as this can affect your data and cause data loss. Instead, your documents should be stored on cloud-based storage. Always make sure your digital copy in the cloud is password protected.

Remember, even big companies like Sony are not immune from common cyber threats. Don’t ever assume you’re so big that you’re untouchable.  

Restrict Access 

Restrict access to your documents and software based on the position that the person or company holds. An entry-level worker or a cleaner, for example, doesn’t need access to the data of the highest level clients they don’t work with.

This makes it easier to track data breaches within the organization if a leak or a hack takes place. You can rule out certain employees straight away. 

Test Paths and Audit Trails

A test path will tell you who has viewed your document, and you will also be informed that you have changed them somehow. This audit trail allows you to see who shared the document with whom so that you are aware of changes to your documents, such as changes in format or file size.

Make sure you scan documents regularly so you can detect violations. If you take the right precautions consistently, it is not so difficult, and your files and data are kept as secure as possible.

If there is a breach, the system will warn you, and you set up a secure document scanning system. 

Finally, be sure to encourage your team to take their own precautions when accessing sensitive documents from home and using VPNs, covering their webcams, and using private browsing. 

Protecting Digital Documents: Secure Everything 

If you are interested in protecting digital documents, then be sure to invest in cloud storage. It would help if you password protected your cloud and your documents from avoiding common cyber threats.

Remember, it’s not just outside intruders you should be worried about but also your own employees. Ensure that only your employees who need access to certain documents are granted such access. Also, be sure to track who accesses what so you can detect any bad behavior or leaks. 

Interested in learning more about topics such as this one? If so, then be sure to check out the rest of our site for similar business solutions. 

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