It’s a simple fact that security specialists tend to forget, which usually leads to costly data breaches
Data security has become a primary issue in the 21st century due to the increasing amount of hacker attacks and malicious software. The danger gets even more significant if you deposit physical document management to the calculation.
As per the report -Document challenges in business organizations account for over 20% productivity loss. This and many other statistical findings demonstrate the actual risk of data breaches. Still, they also demonstrate that you have to give all it takes to keep the documents confined and pay attention to incident response planning.
However, recent network security specialists are so focused on advanced information security threats and cyber-attacks and that they often fail to remember some of the simplest and primary dangers of data management.
Our objective is to assist you in understanding such threats, so keep reading to learn seven document security snags that are so basic that specialists tend to forget them. Let’s take a look!
Filing Offices Unlocked
The basic rule of data security is to keep physical documents well-protected and locked. Although you might regard it as irrelevant, you would be amazed to learn how many companies are unable to find papers and classified documents that could put at risk the average performance of their organizations.
How can you guard your business against this risk?
The solution is simple as it is – keeps your filing premises locked around the clock. You cannot let random visitors or even your own employees enter the filing cabinet at will. Instead, you must ensure maximum protection by locking the files.
Without Discretion Print documents
Do you have an open printer which member of the team can make use of whenever he/she wants? If yes, then you have a potential safety and security issue to take care of and require preparing a firm incident response.
What seems to be the problem here? Well, it is elementary for outsider to accumulate leftover documents-files-data and proceed ahead with sensitive information.
If you don’t want to purchase a printer for each and every office separately, then you should install a document management system -DMS to function printing and avert security mishaps. It will enable you to keep your operating system sound and safe because you will always be aware of who prints what, when, and from which computer or device.
Do not Grant Access to All
Here is another common mistake that includes a lot of organizations. Namely, security specialists will seldom warn you to be vigilant about granting permissions to confidential files and data.
Think about it for a moment, and you will realize that only a handful of employees need to use business documents regularly. But if you let everyone to control everything, you will have to deal with some severe computing security errors.
This is why you should draw a restricted line and permit only limited people to access all files and documents. This goes for both- the digital and physical databases.
For instance, your website doesn’t need ten administrators but instead one /two controllers who will be able to manage the content and perform seamlessly.
Make A Habit of Having Backups Regularly
Your company stores load of information online, but it could numb the whole business if you don’t back up the database periodically.
What does it mean? By definition, the backup aims to form a copy of the data that can be restored in an event of a primary data flops.
Several reasons where your valuable information can be lost
- System failure related to software or hardware
- Hacker attacks or malicious software
- Database failures
- Human errors resulting in data deletions
Imagine if a site does not perform regular backups, they could lose information in a matter of seconds and leave a piece of unpleasant information on their clients. This is the ultimate reason why backups must be done regularly.
Not Creating Strong Passwords and Not Updating Them
Most of them take cybersecurity for granted, which is why they deny the significance of updates, passwords, and systems.
Reports reveal that almost fifty percent of professionals make use of passwords that are five years older.
What can you do about it? The solution
First and foremost, you must plan an update friendly environment in which all employees will conduct regular system updates and take care of their computers.
Passwords demonstrate the vast vulnerability of many organizations/companies/firms.
If your workers create passwords like -‘123456’ or ‘qwerty,’ stop doing this instant. These are the common weakest passwords of all in the world, which every hacker can crack and attack them.
Never Rely on Systems Which are Insecure
The Internet is loaded with all types of cloud-based data management solutions. Security systems, antivirus programs, and as this is an excellent element for businesses investigating for the most proficient digital security offers, it is also a significant risk because inexperienced entrepreneurs could indulge in underperforming vendors.
Keep in mind. However, good things seldom come free. If you want a high level of data protection, be ready to invest as per the set target.
Not Hiring a Security Specialist?
With everything we have stated so far, it is clear that document management-DMS requires an adequate share of time, knowledge, and investments.
Therefore, hire a security specialist who understands all of the issues skillfully pay them to keep your company shielded.
It may seem like too significant an investment at the initial step but be rest assured it will surely pay off!
Conclusion
Data management is a sensitive business issue that goes beyond the cyber domain and strongly affects physical security, as well. It’s a plain truth that the majority of security specialists forget, which often leads to unpleasant and costly data breaches.
Thus, you should keep these tips in mind and ensure to avert committing the same errors. It won’t only guard your company but also save you from expensive and lengthy data recovery procedures.
