How to Protect Your Office Files – Digital and Paper Data?

by Caitlin
digital data

Not all technological advancements are good. As more and more people use the internet and internet devices, more and more ill-disposed individuals are trying to take advantage of unknown vulnerabilities. Although modern technology makes it easier to work with multiple files, irresponsible file-keeping can make a dent in your business security. 

There are a lot of reasons why you should keep your information safe and secure. Even governments set some legal standards for businesses and offices to prevent criminal activities. But not all people are adept in using computers beyond office tools like word processors. Here are the things you and your team can do to make your data more secure.

1. The Good Old Password Protection

Here’s a thing about office files: they include additional password protection. And yes, even people with few computer knowledge can do it with ease. No, password protecting each file might not be the best option, but putting a password to a computer is still one of the best security measures. Even non-techie people can unlock their computers with a password. You might instead want to encrypt the hard drives being used in the office.

2. Only Use Legit Programs from Trusted Sources

Unfortunately, a lot of businesses, especially those small ones in third-world countries, pirate the software and even the operating systems they use. Installers of popular apps and even Microsoft’s Windows operating system can be downloaded from the internet easily. Unfortunately, these apps usually have malware added. Using legit programs, even though costly, would increase the level of protection for your files and system overall. 

6. Protect Your Office Data (1)

3. Put Your PCs to Sleep

Do you know that hacking still happens even when you’re in front of your PC? What more if you’re not in front of the screen? It’s a common practice to put your computer to sleep when you’re not going to use it. Not just because of energy reasons, but also for security. Security analysts recommend putting the computer to sleep when leaving the desk, even if you’re only getting your cup of coffee. Prevention is still the best cure when it comes to cybercrime. 

4. Make a Better Internal Policies

Hackers can not only access all the essential files inside the computer. Other devices, such as printers and routers, can be targeted. Implementing better policies will do a great job in deterring hacking attempts and data breaches. These can be done in as simple as getting all your files in shared printers, shredding unnecessary documents, and minimizing employee access to sensitive data. 

5. Protect Your Physical Records with Technology

Even in the digital age, you can’t avoid using paper for transactions. Using drawers with locks are not only old-fashioned but vulnerable as well. Yes, it can still help in deterring most attempts, but keys can be stolen from you without your concern. Using new yet simple tech like fingerprint padlock can secure your paper records, and you don’t have to worry about stolen keys and such. 

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