World Executive Digest | 5 Tips on Protecting Digital Files for Small Businesses | If you run a small business then you should be doing all that you can to protect it. Protecting your business is not just about securing the premises.
You must also have high levels of security for any digital files that contain data for your business. You may be wondering how exactly to go about doing this.
Here is a look at the major steps that will ensure that you are protecting digital files in the correct way.
Use Passwords to Protect Your Files
Using a password to protect files is one of the most basic layers of security that you can use. It is possible to password protect your Word documents, Excel documents, C# read html file and PDFs when you do this you will ensure that those who are unauthorized have no access to your business data.
Another thing you should consider is having a digital backup for your documents. Having hard copies makes documents easy to access but there should always be a password-protected digital copy.
Use Audit Trails
An audit trail will let you know who has viewed a document. It will also let you know who altered it in any way.
Audit trails allow you to see who shared the document. This is invaluable information that helps you keep track of who knows what about your business.
Limit Access by Rank
You should limit the access to your documents based on the position that the person has in your business. You can do this by making sure that only some people have access to certain levels of information.
Giving access to documents by rank and position in an organization makes it easier to keep track of data breaches.
Use Secure Cloud Based Storage
If you have been saving your documents only on desktop you need to stop because this can compromise data.
Instead, you should save documents to cloud-based storage. You can also save them on a secure network drive.
Regular Testing is a Must for Protecting Digital Files
You should try to crack your own security system from time to time and see what happens. This means that you should be testing how simple or hard it is for employees without security clearance or even the public to access files.
You can do this by putting a secure document scanning system in place. If there are any breaches the system will alert you.
Protecting digital files for your business should be a top priority. It is not that difficult once you consistently take the right precautions.
Using passwords and limiting access to information are some of the best ways to ensure that the documents you use for your business are kept secure. Another option you should look into is to use cloud based storage to keep your documents as safe.
Ensure that you scan your documents regularly with a document scanning system, this will help you to detect breaches. If you would like more business solutions please visit the business section of our website to get the latest information to help your business grow.