In the wake of the Coronavirus (COVID-19) pandemic, governments all across the United States have encouraged business owners to let their employees work from home. While working remotely should help in preventing the spread of the deadly virus, it also increases a company’s risk for exposing sensitive information, especially if employees bring in any private files from their office to their homes. Hackers and identity thieves are creative, persistent, and wise. They will continuously probe different companies to find weaknesses to exploit within cybersecurity, social engineering, physical security, and document management. Data security and proper document management should be viewed as an ongoing business risk that requires consistent management and monitoring. Business owners can protect all of their digitized documents and data by establishing clear data protection guidelines for their remote workers. Here are some general guidelines for proper document management and data security.
Make a Written Security Policy
Employers should establish, publish, and enforce more transparent and clear policies for storing and using sensitive management. Some companies require a “clean desk policy,” which means that an employee must clear out his/her desk after work. This includes discarding papers, folders, binders, and sticky notes once the desk is not in use. This is one small step to take, but massive for the long term success of your company’s document management and data security.
Train Your Remote Workers
It is essential to train employees to maintain data security. They have to understand which data is sensitive and how to properly protect it from unauthorized access, use, and disclosure. If your remote workers know how to secure and access document management software properly, then you won’t have a single thing to worry about once they are all working out of the office and in the comfort of their own homes.
Store Hard Copies
Employees that work remotely often have hard copies of sensitive data. These copies need to either be destroyed (shredded) or stored securely within a protected document management software. If they are not destroyed, then they should be kept in a locked filing cabinet within the remote location.
Encrypt All Electronic Data
Businesses should protect sensitive electronic information with a proper password and data encryption. These should only ever be accessed by authorized personnel.
Maintain Some Record Retention Schedules
Businesses should maintain strict and secure record retention schedules. State and federal laws might require the preservation of a specific document for a prescribed time.
Have Questions? Micro Records is Here to Help
If you have more questions about document management software, Micro Records is here to help you with all of your needs. We can help your business to transition to a paperless way of life with outstanding e-forms and technology. For more information about how we can help you implement your new document management software, visit us online or give us a call at 877-410-SCAN. For more tips, tricks, and to see what we have been working on, be sure to follow us on Facebook, Twitter, LinkedIn, and YouTube.